Personal Assistant to CEO & HR Operations

Description

What you will do:

Diary & Meeting management: 

• Provides advanced calendar management for the CEO. Prioritizes complex inquiries and requests while troubleshooting conflicts; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Assesses and prioritizes between travel requests, to minimize transit times or other inefficiencies
• Researches and identifies appropriate referral of incoming issues and concerns addressed to the office of the CEO, including those of a sensitive or confidential nature, while also managing the flow of information to other senior executives when relevant.
• Ensures the CEO’s time is optimized, liaising with colleagues and external partners to maximize capacity and act as Gatekeeper where appropriate to minimize unnecessary draws on time.
• Oversees efficient preparation of meetings and trips attended by the CEO using the 4 Ps (Purpose, Process, Participants, and Probable issues). Anticipates potential issues, process solutions, and proactively gathers materials needed, supplying to CEO in advance.
• Liaises with the communications / marketing team and ELT/GLF members to ensure any external or internal speaking events have preparation time scheduled and speaking/briefing notes are in place.

Communication & Event support:

• Provides administrative support to the CEO collating contributions into a report or briefing as needed and producing first drafts of basic correspondence.
• Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO well-informed of upcoming commitments and responsibilities, also anticipating needs in advance of meetings, conferences, etc. Identifying areas for continuous improvement on current processes.
• Serves as a bridge for smooth communication between the CEO and internal departments; to maintain credibility, trust and support with senior leadership.
• Supports logistics or other requirements of events where necessary – booking venues, catering, and on-the-day support, e.g. setting up, ordering materials, etc. Attend face-to-face meetings where required; minute taking, sharing decisions and ensuring action log is cleared.

General support: 

• Supports the CEO with internal management and administrative tasks; including HR and financial processes, legal & compliance, or other mandatory requirements for CEO e.g. completing T&S claims in a timely manner
• Works closely with the Office Manager/ Executive Assistant network to ensure consistency and coordination across the organization.
• Supports needs for the London office generally and for HR/legal/finance needs.

Requirements

You’ll do it using: 

• Proven experience as a PA, Executive Assistant, or in a similar administrative role – a MUST. Working in a global Hi-tech company – an advantage.
• A bilingual speaker, fluent in English and a European language, and preferably proficient in Hebrew as well.
• Possess good judgment and ability to maintain confidentiality, as well as the capability to fulfill various office needs, particularly in the areas of HR, legal, and finance.
• Strong organizational skills with the ability to multitask and prioritize tasks effectively.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint). Familiarity with HR software is a plus.
• Ability to work independently in a GLOBAL hybrid work environment.

Position Intro

You’ll love it because:

• This is an incredibly impactful role in the organization.
• You will have the opportunity to work in a successful, fast-moving, mission-driven company.
• You will collaborate with other creative and enthusiastic employees.
• Competitive salary and benefits package.
• Flexible hybrid work model with 2-3 days per week in the office.

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