Executive Assistant

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Job Title: Executive Assistant

Function: People & Culture Transformation (HR)

Location: Glenrothes or Harlow (Hybrid with 3 days a week on site)

Cleared Required: Baseline

Raytheon UK

At Raytheon UK we take immense pride in being a leader in defence and aerospace technology. As an employer we are dedicated to fuelling innovation nurturing talent and fostering a culture of excellence.

Joining our team means being part of an organisation that shapes the future of national security whilst investing in your growth and personal development. We provide a collaborative environment abundant opportunities for professional development and a profound sense of purpose in what we do. Together we are not just advancing technology; were building a community committed to safeguarding a safer and more connected world.

About the role:

We are looking for an Executive Assistant who will support two members of the Leadership Team (LT) who report to the Chief Executive & Managing Director Raytheon UK. This is a key dynamic fast paced position - as well as PA duties you will be fully engaged in their businesses and have scope to be involved in various projects. This role acts as the centre point for your leadership teams and organisation you will report to the Senior Executive Assistant to the Chief Executive & Managing Director and may be required to act as back up to that position.

Main Duties:

• Diary management: proactively organising two extremely busy & challenging diaries were meetings change constantly and needing to be aligned with various business partners across multiple geographies & time zones to embrace last minute changes with ease enabling the LT can remain focused on the job in hand.
• Key Point of Contact: Act as an ambassador for the office with professionalism confidentiality and discretion - filtering requests cascading communications partnering with Raytheon UK/US and external customers aligning the teams so they are joined up and working effectively.
• Work closely with the admin support team: acting as back up to Senior EA to CE providing holiday cover building effective working partnerships with the Raytheon UK team encouraging clear communications across sites cascading information as necessary share best practices and embrace new innovative ideas attend regular Admin meetings and work as one team.
• Email management: continually check emails proactively responding to queries on their behalf flagging urgent emails chasing actions/follow ups pre-empting meetings to organise ensure delegated meetings are followed through with latest telecons/gate packs.
• Organising offsite meetings: sourcing new venues hotels restaurants travel agendas packs team builds. Share useful info/learnings with PA team.
• Operations Reviews: organise agendas logistics attend chase actions own Ops packs by pulling together advanced PowerPoint presentations for both MDs pull data. Partner with PA team to ensure no date clashes cross-functionally.
• Monthly reports: collate top bullets for business from team refine and review with LT meet deadlines set. Proactively plan for the year.
• General office duties: ordering stationery/kitchen supplies catering site access requests invoice processing telephone support post.
• Travel: book travel cars hotels arrange agendas organise visas whilst always adhering to policies and procedures share key travel info to Admin team.
• Expenses: submit in a timely manner monitor approval process to avoid late charges proactively seek receipts from vendors if not readily available.
• Arranging VIP/Ministerial visits: act as key point of contact organise and oversee every detail from start to finish take the lead and partner with key stakeholders to join the dots utilise and delegate tasks to site admins.
• Site support required to help organise All Hands office events e.g. summer fayres Xmas parties sourcing new venues within budget partner with Facilities to ensure smooth running of office processes.
• Oversee admin teams: establish a good framework across the sites to help with e.g. Town Halls skip levels visits training etc. Chair monthly meetings bridging the gap and creating a unified effective team who share best practices and embrace new ideas.

Skills Required:

• Extensive experience as an Executive Assistant to a Senior Leader.
• Experienced in complex diary management.
• Excellent communication and organisational skills.
• Advanced user of; Microsoft Teams Word PowerPoint Excel Outlook (email and diary management) Concur iPhones iPads Telecons video conference ZoomGov & Teams.
• Able to handle multiple tasks.
• Ability to manage a diverse busy workload.
• Proactive and self-motivated.
• Positive can-do attitude pragmatic approach inspire & empower admins teams.
• Strong integrity and confidentiality.
• Professionalism and composure.
• Personable to all levels of seniority and readily offer support to peers and colleagues.
• Strong business acumen.
• Flexibility

Desirable Skills:

Experience working within the Commercial / Legal field

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