O241200 - Executive Assistant to COO

Executive Assistant to COO, £40K, Hybrid: 2 days C.London/Remote

Permanent

Department: One Great George Street

Reporting To: Chief Operating Officer

Hours: 36.25 hours per week

Holiday: 23 + 2 nominated days per year

Date of Advertisement: 11/12/2024

Closing Date: 18/12/2024

Interview Dates: TBC

The Organisation

The ICE Group is a global organisation committed to delivering high standards in all its operations. With a strong focus on professional growth, inclusivity and excellence, we pride ourselves on fostering an environment where our employees thrive.

The Role

As the Executive Assistant to the Chief Operating Officer (COO), you will provide essential administrative and organisational support. You’ll manage a diverse range of responsibilities, from scheduling meetings and drafting correspondence to supporting key strategic projects. This role is critical in ensuring the COO’s time is optimised and their objectives are met effectively.

Duties and Responsibilities

• Monitor, prioritise and draft correspondence to ensure timely responses.
• Prepare PowerPoint presentations and pre-meeting briefings for the COO.
• Manage the COO’s diary and meeting schedules, ensuring preparation and follow-up.
• Act as a secretariat for key meetings, handling agendas, minutes and actions.
• Liaise with internal departments and external partners to resolve issues efficiently.

Operational Support (55%)

• Organise team meetings, including venue bookings and catering.
• Develop and share agendas and minutes for internal committees and projects.
• Provide ad hoc administrative support for the COO’s direct reports.
• Maintain and oversee COO-related content on the company intranet (SharePoint).
• Support projects such as the Events Review, Carbon Management Plan and workforce planning initiatives.
• Administer contracts and compile health and safety strategy documents.
• Manage travel bookings, room reservations and supply orders.

What we are looking for

• Proven experience as an Executive Assistant or similar role, ideally supporting senior executives.
• Strong diary management, minute-taking and report-writing skills.
• High IT literacy, including proficiency in Microsoft Office and SharePoint.
• Exceptional organisational skills and attention to detail.
• Proactive, self-starting and able to anticipate needs.
• Excellent communication skills and professionalism in dealing with stakeholders at all levels.
• Discreet and able to maintain confidentiality.
• Familiarity with GDPR principles and business continuity planning is advantageous.

ICE Group benefits include

• 25 days annual leave plus bank holidays
• Shutdown over Christmas period
• Annual £100 allowance towards your wellbeing
• Up to eight per cent of salary contributed to a personal pension scheme
• 24-hour employee support line
• Death in service benefit equivalent to one year’s salary
• Interest free season ticket loan
• Cycle to work scheme
• Big Gym membership savings with the GymFlex scheme

ICE Group is an equal opportunities employer and welcomes applications from all sections of the community.