Executive Assistant FTC, Strategic Communications

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Communications
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Executive Assistant to Global Practice Head


Proactive and adaptable EA to join the People & Change team. This is a very busy, and varied role providing 1:1 support to the Global Head of the Practice in his multiple roles. The position requires a seasoned administrative professional able to hit the ground running with the necessary positive attitude, possess exemplary organisational skills to manage a very busy diary and travel schedule and manage various client projects – all whilst always being one step ahead. The successful candidate will support the Global head with resilience and integrity and use initiative to act quickly to solve problems as they arise. Provision of the highest level of internal and external confidentiality and client service is also key.  You will be working alongside a hard-working team with a warm and friendly network of EA’s across the global firm.


Job summary and purpose:

  • Act as Executive Assistant providing 1:1 support to Global Practice Head of the Practice for internal matters, as well as project manager for all his client project work

Key responsibilities


EA support to Global Head

  • Liaison and 1:1 support for business processes led by Global Practice Head
  • Be the gatekeeper and first point of contact for all matters brought to the Global Practice Head
  • Full diary management in cooperation with colleagues across the global firm
  • Management of daily task list complete with reminders, project and Practice updates and   itinerary run-through
  • Complex travel management
  • Timekeeping for Global Practice Head ensuring all billable time is captured correctly
  • Management of expenses, conflict checks and invoices on the Global Practice Head’s behalf
  • Regular liaison and relationship building with Global Consulting leadership
  • Coordination of business meals and meetings, liaising with the reception team to arrange catering, facilities and AV requirements as needed
  • Produce agendas and attend regular team and senior management meetings taking full responsibility for assigned actions and making sure that deadlines are met promptly
  • Minute-taking
  • Proactive preparation for all meetings led by or attended by Global Practice Head
  • Prompt and action appropriate follow-up on internal and external matters
  • Assist with document and presentation formatting and proofreading
  • Make and take calls in a courteous, professional and helpful manner at all times

Project Management

  • Develop clear understanding of clients and related needs
  • Attend meetings, calls and interactions with clients, when required, and take responsibility for project management, client logistics and action planning
  • Establish a professional, regular business relationship with new and existing clients
  • Act in a highly professional, knowledgeable manner
  • Take a proactive role in updating client knowledge through research, information seeking and discussions with clients
  • Support research, design and development activity in cooperation with colleagues
  • Be responsible for all finance and accounts pertaining to all allocated projects
  • Ensure all project filing is clear and internal databases are updated

 Other responsibilities

  • Attend, represent and promote the Practice in internal meetings where required
  • Assist Practice Support Manager in operations and facility requirements
  • Support other members of the team, including holiday and sickness absence cover
  • Seek to help other team members and develop relationships with other Practices and Segments within FTI
  • Consistently look for ways to improve best practice in workflow, systems, business development activities and all projects, implementing as agreed
  • Take a proactive role in problem solving and seek assistance when required
  • Work collaboratively with team and FTI colleagues as well as the wider contractor network with the objective of developing excellent working relationships
  • Attend FTI events for the purposes of networking with clients and members of the wider-firm to represent the Practice in a professional, courteous and knowledgeable manner

 Key relationships


Internal:                   Global Head

                                Practice Support Manager

                                Practice Leadership Team

                                Project Management & Consultant Teams

 

External:                  Clients

      Prospective clients

      Suppliers, visitors, delegates and prospective employees

 


Person Specification: Personal EA to Global Practice Head


Education & Qualifications

  • BA Hons or equivalent

Qualities & skills

  • Commercial interest and understanding
  • Excellent verbal and written communication skills
  • Focused business writing and research
  • Ability to work accurately and show close attention to detail at all times
  • Organisational skills to include management of a very busy and everchanging diary with significant travel
  • Ability to juggle competing priorities and tackle last-minute tasks
  • Experienced in working under pressure and to strict deadlines
  • Capable of working autonomously, but as part of a team, supporting others, own workload allowing
  • Ability to work in a flexible manner across multiple time zones
  • Skilled in time and self-management, planning and prioritising own workload
  • Proven track record of project management, working to agreed objectives and managing time effectively
  • Systems orientated
  • Assertiveness

Systems

  • Advanced knowledge of MS Office 2016 and Microsoft 365
  • Salesforce, SharePoint and cloud-system proficiency preferred
Experience
  • At least 5 years’ experience in a similar, preferably in a global role with a consultancy or professional services background
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