Executive Assistant at The People Practice

Job role

• Our client, a major stakeholder in the Energy Sector is looking to hire an Executive Assistant who will act as the strategic anchor for the organisation’s leadership and the COO.
• This role controls the flow of information, protects leadership time, and ensures that executive decisions are translated into immediate action.
• Operating at the intersection of public sector bureaucracy and corporate speed, you will manage day-to-day administrative complexity so leadership can focus entirely on key energy priorities.

Responsibilities
Calendar & Priority Management:

• Proactively triage meeting requests, resolve conflicting priorities, and build daily schedules that maximize productivity and minimize burnout.
• Act as the primary, polished point of contact for high-level external stakeholders; diplomatically triage access requests based on urgency and strategic alignment with the organisation's priorities.

Information Flow & Documentation:

• Draft, review, and dispatch sensitive correspondence. Ensure all incoming briefs and memos are summarized, flagged by priority, and routed appropriately.
• Prepare agendas, compile background briefing packs before meetings, take concise minutes, and ruthlessly track action items to completion.
• Maintain a secure, meticulously organized physical and digital filing system where critical government documents or project briefs can be retrieved instantly.

Operational Support:

• Provide agile administrative support to the COO, ensuring seamless alignment between the organisation's leadership’s schedule and wider office operational workflows.

Qualifications

• Demonstrated experience supporting organization leaders or public figures, with an intimate understanding of official state protocols, hierarchies, and civil service sensitivities.
• Minimum of 5-7 years of experience supporting C-suite executives in high-pressure corporate environments.
• Power-user capabilities in productivity suites (Google workspace, Microsoft 365, advanced Outlook calendar management, SharePoint, and tracking tools).
• Strong project coordination skills; ability to independently follow up with team heads on tasks without leadership intervention.

Must have skills:

• Outstanding Verbal communication and presentation skills. 
• Exceptional writing.