Executive Administrative Assistant

Company Description

Who we are:

There's no such thing as a typical Informa colleague…And that's how we like it. We're a diverse Group, with over 10,000 colleagues working in many different roles in one of six Divisions and in over 30 countries. Each of us brings something different, a unique set of abilities, experience and knowledge. It’s what makes us who we are.

All our businesses and offices share a culture based on respect and inclusiveness, and a working environment that is enjoyable, stimulating, rewarding and supportive for colleagues. One that enables everyone to fully participate in the life of the Group and its ongoing, sustainable growth.

As a division of Informa, a FTSE 100 company, Informa Markets provides customers and partners around the globe with opportunities to engage, experience and do business through live, virtual and hybrid events, specialist digital content and actionable data solutions.

People are at the heart of Informa Markets. Our business thrives on the passion and entrepreneurship of our 4,000+ colleagues, who deliver over 500 international events and brands in more than 40 countries across the globe.

Using our industry insight, comprehensive portfolio of markets, content and digital resources, we are passionate about creating platforms for our customers to connect and shaping environments that enable businesses to flourish.

Job Description

What we’re looking for: 

Informa Markets is seeking Executive Administrative Assistant to support the Vice President, US Events and other team leaders. A successful candidate must possess excellent organizational skills, experience managing multiple projects and interpersonal skills to deal with every level of the organization, and provide great customer service.  The Executive Administrative Assistant will be responsible for delivering a high standard of administrative support including managing calendars, travel support, booking dinners and meeting coordination. They must take the initiative to anticipate and resolve scheduling conflicts as they arise and prioritize requests, anticipating and overcoming issues that may arise around scheduling conflicts and multiple demands for meeting times. The Executive Administrative Assistant will also need excellent communication skills to accurately and effectively create materials and presentations and to set agendas and respond to calendar changes, acting as an interface between the company and outside contacts. Must be an independent thinker and thrive in a challenging fast paced environment. Ability to develop relationships at senior levels and maintain those relationships over time.

Role Accountability and Duties:

· Prioritize and multi-task to meet deadlines in a fast paced, team environment, partnered with the business and other executive assistants.

• Demonstrate initiative, resourcefulness and an ability to manage multiple assignments under various deadlines

• Prepare and edit verbal and written communication, proposals and presentations using your strong Powerpoint, Excel and Word skills.

• Has excellent calendar management skills, including the ability to coordinate complex executive meetings across multiple time-zones. In addition to this, proactive and thoughtful calendar management, building in breaks and maintaining reasonable working schedules for those you are supporting.

• Be present regularly at meetings to take notes, record action items and arrange follow up reminders.

• Lead and attend leadership offsites and strategic meetings, project coordinating presentations, agenda, attendance, catering, activities and onsite notetaking.

• Schedule travel arrangements, keeping budget, business needs, and reasonable comfort at the top of mind.

• Coordinate “all hands meetings”.

• Undertake administrative and light office management duties as assigned

• Lead on organizing and executing social engagements across the team

• Submit and track invoices and expenses for partnered leaders, with additional support for their teams from time to time.

• Manage receipt and collation of monthly reports as requested.

• Support other executive assistants/administrative roles, providing coverage for vacations and other PTO as needed.

• Project coordinate leadership team member onboarding schedules.

Qualifications

· Strong interpersonal skills, high level of passion and enthusiasm for the job

· High proficiency with Microsoft Office Suite: Outlook calendar management,  PowerPoint, Excel and Word. Experience with Microsoft Teams a big plus!

• Outstanding verbal and written communication skills

· Positive outlook and solutions-oriented approach when presented with challenges

• Ability to multi-task and prioritize not only yourself, but help others to do the same

• Strictest level of c