Executive Assistant

Role Purpose

The EA (Executive Assistant) will support LT (Leadership Team) members on a multiple basis and requires solid experience gained in fast moving organization. The EA should be a proactive problem solver with strong business judgement, detail orientation and interpersonal skills. The ideal candidate can prioritize, organize, multi-task and make sound decisions in a fast-paced environment with multiple internal and external stakeholders. You will sit within a fantastic team of Executive Assistants in a supportive collaborative environment.

All the EA positions involve extensive liaison with internal and external stakeholders, as well as heavy scheduling. Being “the glue” of the team, you will be given autonomy and will be involved in all aspects of the projects and workstreams that your Leadership Team members (LT) are driving. In addition to this you will also have the opportunity to get involved in analysis, research, internal communications, project administration and process and systems development.

The EA will use project management skills to oversee all coordination tasks, manage multiple projects and relationships and be expected to keep track of the progress of all the workstreams that your LT members are across.

About CDP

CDP is a not-for-profit charity that runs the global disclosure system for investors, companies, cities, states and regions to manage their environmental impacts. The world’s economy looks to CDP as the gold standard of environmental reporting with the richest and most comprehensive dataset on corporate and city action. In 2021 we launched our new five-year strategy: Accelerating the Rate of Change - find out more here. Visit https://cdp.net/en or follow us @CDP to find out more.

Key responsibilities:

• Complex diary management and meeting scheduling across multiple time zones
• Complex inbox management including responding to incoming messages and prioritizing.
• Work closely alongside the Executives direct reports to ensure full team oversight.
• Workstream project management, lead the project coordination and delivery of LT members current priorities, ensuring deadlines are met, action points are responded to, and all necessary deliverables are completed.
• Anticipating potential blockers and looking for and suggesting alternative creative solutions
• Organizing meetings, preparing and circulating papers, minute taking and distributing in a timely fashion, tracking actions.
• Preparing presentations, briefing packs and any other documentation as required, with meticulous attention to detail and thoroughly conducted research.
• Format information for internal and external communications teams – emails, presentations, announcements in line with branding guide lines.
• Managing all end-to-end travel planning including producing detailed itineraries
• Liaising and building effective relationships across all internal and external stakeholders.
• Support the recruitment process, including scheduling interviews and assisting with the onboarding of new employees, such as coordinating new starter inductions
• Provide administrative support for the employee offboarding process, including managing exit checklist and ensuring all necessary procedures are completed.
• Assist with organization of team away days and events.
• Expenses and invoice management, including approvals on behalf of your LT members.
• General support to the wider EA Team, for example by providing cover for holidays and periods of absence.
• Any other tasks as required.

You will have the following skills and experience:

• Excellent organizational skills with strong attention to detail.

• Clear and concise communication skills (written, verbal and interpersonal).

• Excellent written and spoken English.

• Confident with the ability to prioritize efficiently and effectively without supervision.

• Have a "can-do" attitude and the ability to adapt to competing priorities.

• Have a resilient nature and the ability to remain calm under pressure.

• Excellent IT skills to include – MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Teams, Zoom, WebEx.

• Knowledge of DocuSign and Adobe is helpful.

• Be proactive and a total team-player.

• Flexible approach to occasional out of hours contact.

Salary and benefits: Competitive Salary, 30 days’ holiday plus bank holidays, generous non-contributory pension provision, Employee Assistance Programme, life assurance, training and development, flexible working opportunities and other benefits.

Final offer amount depends on multiple factors such as candidates experience and expertise, geographic location, total compensation, and market data.

This is a permanent role based at CDP’s London office. Interested applicants must be eligible to work legally in the UK. We cannot sponsor this role.