Role Overview
The Executive Assistant will provide proactive, high-level support to multiple members of the executive committee, ensuring smooth day-to-day operations and contributing to the achievement of company objectives. This role requires exceptional organisational skills, discretion, and the ability to manage competing priorities effectively. Strong verbal and written communication skills in English are essential, and proficiency in a second European language is highly desirable.
Main Responsibilities
Executive PA Duties:
* Proactively manage calendars for the CEO and any other executive committee members as assigned, prioritising key business appointments and events.
* Assist the CEO and executive committee members in managing workloads to ensure urgent and time-sensitive issues are addressed promptly.
* Attend meetings with clients, suppliers, or other third parties (primarily London and surrounding counties), take action points, and follow up with relevant team members.
* Prepare, format, and assist in the creation of documents, including presentations, briefing papers, and reports.
* Respond to correspondence on behalf of the CEO and executive committee, escalating matters when appropriate.
* Provide ad hoc support across the CEO and executive team and perform other duties as requested by the GRIDSERVE® team.
Office Admin Duties
* Support overall office management, including assigning access passes and handling staff and visitor queries.
* Coordinate with outsourced IT providers regarding equipment, software, and general office requirements; resolve issues as they arise.
* Assist in organising staff and corporate events.
* Serve as Health & Safety coordinator, including First Aid, Fire Marshall duties, internal H&S checks, and liaising with relevant suppliers.
* Support office refurbishment projects by sourcing and liaising with contractors.
* Arrange and monitor subscriptions.
* Organise national and occasional international travel for executive committee members.
* Support general administrative tasks and coordinate catering for meetings as required.
* Adhere to all company policies, procedures, and business ethics codes.
Person Specification
Required Experience
* Previous experience as an Executive Assistant supporting multiple senior executives with strong organisational and multi-tasking abilities.
* Experience in office and Health & Safety coordination is highly desirable (training for First Aid and Fire Marshall duties will be provided).
Required Skills and Abilities
* Professional, courteous, and confident interpersonal manner.
* Ability to prioritise workloads and adapt to changing schedules.
* Competent in managing upwards, ensuring follow-ups and actions are completed.
* Excellent verbal and written communication skills in English.
* Fluency in German (verbal and written) is essential.
* Target-driven with the ability to work to deadlines.
* Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint) and capable of using internet-based programs.
* Strong attention to detail, focused, and accurate in all work.
Qualifications and Certifications
* A-levels or equivalent; Degree in Business Administration or Management preferred.
* NVQ/Diploma in Business Administration desirable.
Benefits & ways of working
💰 Financial benefits: Competitive pay, annual bonus, pension (5% employer contribution), life insurance (AIG, 4x salary), income protection (Legal & General)
🌿 Wellbeing & flexibility: 33 days holiday (incl. public holidays) + a day off for your birthday, hybrid working, enhanced family leave (6 months full maternity/primary adoptee pay, 2 weeks full partner/secondary adoptee pay), neo-natal care pay, Private Medical Insurance for you and your family (from day one), Employee Assistance Programme, 24/7 GP access, iFeel app for mental wellbeing support, eye test & glasses allowance
🌍 Planet-friendly perks: EV salary sacrifice scheme (CarWow)
🚀 Career growth: Learning & development resources via Go1 platform, in-house LMS
🌍 Inclusivity at GRIDSERVE
GRIDSERVE is an inclusive employer, committed to ensuring equitable opportunities for all.
We welcome applicants from every background, including those from under-represented and marginalised groups, and believe that diversity of thought fuels innovation and nurtures talent.
To support this, we guarantee interviews to all qualified disabled candidates who meet the essential criteria for the role.
Even if you don’t meet every requirement listed, we encourage you to apply — you may be the right fit for this role or for future opportunities.
#InclusiveHiring #AssociateGeneralCounsel #HybridWork #GRIDSERVE