Executive Personal Assistant

Subsea7 has an exciting opportunity for an Executive Personal Assistant to be based in our Sutton, London office. This is a full time role, working both independently and as part of a small team of Corporate Executive PA’s reporting into the HR Business Partner, with functional reporting lines to Finance Leadership. The successful candidate will primarily provide support to assigned members of the Executive Committee and Senior Management, namely the CFO and the wider Finance departments, including Corporate Finance, Treasury, Internal Audit and Investor Relations. The successful candidate must portray a confident manner with both professionalism and rigour to manage various interfaces and stakeholders. The candidate will be self-motivated, pragmatic, can take initiative, prioritise tasks efficiently, and manage time effectively. Accuracy and attention to detail are important, as well as ensuring deliverables meet a high professional standard. The candidate must also be experienced in handling sensitive information in a confidential manner. Due to the nature of the position, applicants must be flexible to work from the office 5 days per week.

What will you be doing?

• Maintenance of internal calendars, including extensive organisation of both internal and external meetings, prioritising commitments.
• Prepare, critique and coordinate confidential documentation, letters, presentations, spreadsheets and reports.
• Maintain and improve filing systems, and internal sharepoint sites.
• Arrangement of UK and global travel, accommodation and submission of expenses. Including the arrangement of appropriate visas and any medical requirements to support travel.
• Assistance with invoice related activities, including the creation of purchase orders, ensuring vendors details are maintained and approved, liaising with suppliers and Accounts Payable on invoicing issues, collating budget data.
• Use of Outlook for internal correspondence and for communication with external organisations. Dealing with incoming and outgoing email correspondence, managing various mailboxes.
• Organisation, coordination and management of both in-house and offsite events, for example offsites, team forums, virtual events, conferences, workshops.
• Management of event logistics, including arranging and monitoring airport transfers for global travellers, group hotel bookings, catering and dietary requirements, meeting room bookings.
• Answering, screening, and managing Microsoft Teams calls, both internal and external. Extensive liaison with senior executives, team members and external parties. A friendly telephone manner is essential.
• Greeting of visitors to the Sutton office as in when required, and ensuring they are accompanied.
• Dealing with day-to-day requirements during the absence of managers, including email management when required.
• Build and maintain effective working relationships with key stakeholders, both internal and external.
• Completion of timesheets in SAP for managers, in line with local requirements.
• Use of in-house systems such as SharePoint, SuccessFactors, SAP and Sharvy.
• General office duties including filing, photocopying and shredding of confidential information when required.
• Assistance with PA holiday cover within the wider Corporate team.
• Ensuring adherence to relevant document standards as per our Business Management System.

Main Interfaces

Executive Management Team, Senior & Regional Management Teams, Corporate PA team, Regional PA teams, Global Travel Manager, ATPI Travel, Corporate Communications, Facilities, Lexington Catering and external stakeholders.

What experience would we like you to have?

• Self-motivated and highly organised professional with excellent project management and solid administrative skills at a senior executive level within an international organisation.
• Proficient in managing multiple tasks and prioritising work, handling urgent deadlines and conflicting priorities. Comfortable working with ambiguity, with the ability to take initiative, flag issues before they arise and manage time effectively.
• Ability to work independently and as part of a collaborative and dedicated team, and build good working relationships and networks with all interfaces.
• Motivated, confident individual with great attention to detail. Solid organisational and confidentiality skills.
• Effective communication and interpersonal skills. Advanced English written and oral communication skills, additional language skills (Italian beneficial but not essential).
• Good IT literacy is essential for Microsoft 365; Outlook, Word, PowerPoint, Excel and Teams. Visio and Sharepoint preferred.

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