Executive Assistant

Royal HaskoningDHV

3d ago

Job
Full-time
Mid & Senior Level
People, HR & Administration
Facilities Management

AI generated summary

You must be proactive, reliable, and detail-oriented, with high communication skills, cultural awareness, relationship-building ability, and intermediate Microsoft Suite proficiency. Integrity is key.
You will manage the director’s schedule, oversee office operations, handle correspondence and travel, ensure financial oversight, support projects, and maintain global connections.

Requirements

Are proactive and meticulous: You anticipate needs, take initiative, and maintain meticulous attention to detail. Your organised approach ensures reliability, efficiency and productivity.
Are reliable: You can be relied on to get things done and can anticipate what is required and take action in advance of being asked.
Have high standards: You uphold the highest standards of respect, integrity, confidentiality, inclusivity, and diversity. Your commitment to ethical conduct sets you apart.
Have good communication skills: You are articulate and your writing and communication skills in English are exceptional. You express ideas clearly and persuasively.
Are globally savvy: You confidently interact with professionals in industry and government at all levels and you are adept at bridging cultural differences.
Build relationships: Your interpersonal skills shine. You build solid, trusting relationships with colleagues, clients, and stakeholders. Previous experience in a similar role demonstrates your ability to connect.
Have technical proficiency: You’re skilled (intermediate level) in using the complete Microsoft Suite. From SharePoint to Word, PowerPoint, Excel, and Teams meetings, you navigate these tools well.
Have excellent time management: Thriving in a deadline-oriented environment, you remain focused under pressure. Shifting priorities doesn’t faze you – you adapt and deliver.
Have high levels of integrity: You are discrete and understand how to handle sensitive information. Trust is paramount, and you safeguard it with care.

Responsibilities

Providing direct support to the Director and other members of the team, whilst contributing to a sociable office atmosphere
Leading administration and facilities management
Interfacing with the wider RHDHV organisation
Office Management: Take charge of the day-to-day running of our Falmouth office, this includes coordinating with other RHDHV offices, purchasing, organising maintenance and logistics.
Correspondence Management: Be the gatekeeper! Efficiently distribute correspondence to and from the Director. Flag urgent matters and ensure timely follow-up.
Diary Mastery: The Director’s diary is your domain. Prioritise tasks, resolve conflicting priorities, and optimise time management.
Travel Coordination: Whether it’s international or domestic travel, you’ll handle it all; visas, flights, accommodation, and seamless arrangements.
Financial Oversight: Manage budgets, monitor payments, handle expense claims and keep things in check.
Project Support: Assist the Director and the wider team with various projects. From web-based research to document production and event planning.
Advisory Group Development: Contribute to the day-to-day running and growth of our Advisory Group.
Strategic Insight: Proactively research and understand company policies, strategies, and management structures. Understand the big picture and help to drive informed decisions within FMI.
Global Connections: Forge and nurture relationships with our offices both in the UK and in 35 other countries. Smooth operations depend on effective collaboration and communication.
Central Hub: You’re the go-to source of information for FMI—internally and externally.
Liaison with Support Functions: Assist the Director in managing interactions with other company functions.
System Updates: Keep the team in the loop regarding developments in company systems and procedures. Identify areas for improvement and drive positive change.
Occasional Travel: Be ready for short trips to other RHDHV offices.
Adaptability: Within your job role and capabilities flex to help members of the team achieve their objectives.
Safety and Well-Being: First aider and mental health first aider.
Facilities management: You are our point of contact for the Falmouth Office.

FAQs

What is the primary location for this Executive Assistant role?

The primary location for this role is the Falmouth office.

What are the working hours for this position?

The role is full-time at 37.5 hours per week, with flexible hours to support work-life balance.

Is previous experience required for this position?

Yes, previous experience in a similar Executive/Personal Assistant role is required.

Will the Executive Assistant be responsible for travel coordination?

Yes, the Executive Assistant will handle all aspects of travel coordination, including visas, flights, and accommodation.

What type of financial responsibilities will the Executive Assistant have?

The Executive Assistant will manage budgets, monitor payments, handle expense claims, and ensure financial oversight.

Are there opportunities for career growth within the company?

Yes, the company offers development opportunities, mentorship, and support for career advancement.

Is there a provision for additional roles such as first aider or mental health first aider?

Yes, optional roles include being a first aider and a mental health first aider.

What qualities are important for a candidate applying for this position?

Key qualities include being proactive, meticulous, reliable, having high standards, good communication skills, and the ability to build relationships.

Will the Executive Assistant interact with other offices worldwide?

Yes, the Executive Assistant will interface with offices both in the UK and 35 other countries, fostering global connections.

What is the company's stance on equality and diversity?

The company is an Equal Opportunities Employer and embraces equality, diversity, and inclusion.

Royal HaskoningDHV

Enhancing Society Together

Engineering & Construction

Industry

5001-10,000

Employees

Mission & Purpose

Royal HaskoningDHV is an independent consultancy firm which integrates 140 years of engineering expertise with digital technologies and software solutions. As consulting engineers, we care deeply about our people, our clients and society at large. Through our mission Enhancing Society Together, we take responsibility for having a positive impact on the world. We constantly challenge ourselves and others to develop sustainable solutions to local and global issues related to the built environment.