Executive PA - Vice President - F56558

Executive PA role reporting to the VP of Europe within Marketing and Sales

Key responsibilities

Calendar and time management

• Plan, schedule and maintain the Vice Presidents diary across multiple time zones, proactively managing competing priorities and resolving conflicts in advance.
• Exercise delegated judgement on access to the Vice President: all requests are routed through the postholder, who is authorised to decline, defer, delegate or consolidate meetings (in consultation with VP if required), ensuring that professional relationships are preserved and alternatives are proposed.
• Provide a daily written briefing covering schedule changes, pending decisions and emerging risks.

Stakeholder access and relationships

• Ensure appropriate access to the Vice President, including for senior stakeholders and market leadership; seek scheduling solutions in preference to refusals.
• Develop and maintain working relationships with the administrative and office community across markets, and utilise this network to progress the office’s requirements efficiently.
• Communicate directly with senior internal and external stakeholders on the Vice presidents behalf, applying discretion and maintaining confidentiality at all times.

  Information and reporting  

• Producing or sourcing reports and required
• Monitor activity relevant to the Vice Presidents priorities and provide concise, prioritised updates, incorporating an assessment of the organisational context and sentiment.

  Meeting and office administration

• Manage the scheduling, preparation and follow-up of the Vice Presidents meetings, including agenda distribution, briefing papers, attendee preparation etc.
• Maintain document and records management for the office, including archiving, governance documentation and Business Control File inputs.

  Travel and supporting administration

• Arrange and co-ordinate the Vice Presidents travel end to end, including itineraries, bookings, ground transportation and accommodation; manage disruption and changes as they arise.
• Administer associated expenses, purchase notes, presentation materials and documentation to an executive standard.
• Support the Vice presidents personal logistics, including dual-location arrangements, and the administration of vehicle and driver provision.

  Experience / Skills Required:

• Demonstrated experience at the centre of a demanding, senior-level operating environment. This may be evidenced through prior executive support to a senior principal, or through a minimum of three years managing complex, high-tempo programmes, operations or events on behalf of a senior leader or board.
• Evidence of acting on issues proactively, without prior instruction, with verifiable examples.
• Demonstrated critical thinking ability, to solve complex problems through creative solutions
• Confidence and composure when engaging with senior stakeholders, including the ability to decline or re-schedule requests while maintaining professional relationships.
• A demonstrable service orientation, taking personal accountability for the quality of the executives experience.
• Fluency in written and spoken English
• Strong written communication skills, including drafting correspondence on behalf of a senior leader; proficiency in PowerPoint, Excel and Outlook/Teams.
• A proven record of discretion and integrity in handling confidential information.

• Italian language capability.
• Experience of international relocations or dual-location working arrangements.