Executive Assistant & RMC Coordinator Full Time

Executive Assistant & RMC Coordinator – London – 9 Month Contract (Inside IR35)

RED are an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients.

Through our market leading technical expertise, we enable the world’s digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project, with our broad capability offering saving our clients time, money, and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people, client service ethos, global delivery strategy, technical ability, and attitude.

We now seek a Executive Assistant & RMC Coordinator to be based in our London office on a 9 month contract.

Role Responsibilities

The Executive Assistant will provide a professional, efficient and timely executive assistant service on a one-to-one basis to the Chief Financial Officer, to ensure time is focussed on governance, strategic planning and overall delivery of the company’s objectives.

You will act as a liaison internally and externally, enhancing CFO’s effectiveness by providing proactive information management support; representing the executive to others.

Executive Assistant to CFO

• Offer full EA support, including review all incoming correspondence (mainly emails) and action as appropriate, especially highlight urgent requests / deadlines. Follow up on required business items to progress actions and ensure outcomes are achieved.
• Act with a high level of professionalism and ethics, respecting the confidentiality and sensitivity of the business activities the role may be involved in.
• Manage and control RED CFO’s diary, optimising it, resolving any scheduling issues and ensuring sufficient time for RED CFO to complete priorities. Quickly and efficiently adapt the calendar according to priorities and business needs.
• Provide quality and timely EA support including co-ordinating and preparation of agendas, reports, presentations and minutes as required.
• Arrange travel and accommodation for business trips
• Act as the conduit for communication between the CFO’s department and the wider internal teams and external client base, demonstrating leadership to maintain credibility, trust and support with senior management
• Organise off-site company meetings where required – sourcing venues, controlling and monitoring the contracts and budgets.
• Processing of expenses claims, ensuring these adhere to Company Policy.

Risk Management Committee (RMC) coordinator

• Organise and schedule all RMC / CRM meetings in line with RED Governance, ensuring RMC members (or delegates) are able to attend.
• Liaise with Tractebel Risk Officer to schedule Go/No Go and CRC meetings in line with RED/Tractebel governance.
• Ensure all documentation is made available to RMC members and participants ahead of the meeting, with the authority to reschedule RMC meetings if documents are not ready.
• Take note in RMC meetings, circulate minutes in a timely manner and update PM workbook with the minutes and actions agreed in RMCs.
• Maintain RED RMC deck (ppt) up to date and ensure the latest version is available on SharePoint with the latest F5.
• Maintain RMC tracker up to date.
• Improve RMC process as necessary.

Legal & Statutory Support

• Co-Sec support to General Counsel.
• Manage RED insurance program’s renewals in collaboration with ENGIE Insurance, RED General Counsel and CFO.
• Maintain RED DOA updated, ensuring changes’ approval by Excom when required.
• Maintain banking, statutory information up to date for all RED legal entities.
• Ensure RED Commercial Policy is reviewed on an annual basis and kept up-to-date.

Finance Team Support

• Maintain RED Finance organogram up to date
• Responsible for RED Finance SharePoint maintenance and regular update.
• Deliver RED Finance Induction program to new joiners and promoted PM, in collaboration with Finance team members.
• Maintain own competence and personal development
• Provide one off project management support together with researching and compiling extensive documentation with an exceptionally high attention to detail.

Role Requirements

• Degree qualified.
• Proven Executive Assistant experience gained working at a Senior Board level within a consultancy or financial services company.
• 6+ Years’ experience at EA level.
• Able to provide excellent administrative and organisational support with the ability to plan and prioritise.
• Ability to work on own initiative with a highly flexible attitude, whilst maintaining a high degree of confidentiality.
• Ability to work productively under pressure, whilst maintaining a calm and professional approach.
• Good time management and the ability to work flexibly to meet the needs of the business.
• Strong attention to detail.
• High level of initiative and self-motivation.
• Great sense of urgency.
• Deep understanding of Ethics and Compliance requirements.
• Ability to liaise at all levels with excellent communication skills, in dealing with the most senior of internal and external contacts and exercising diplomacy and discretion at all times.
• Ability to manage a high-volume workload and deliver to a consistently high standard under pressure, maintaining accuracy whilst achieving timescales.
• Adopt a confident, flexible attitude to managing competing demands.
• Excellent inter-personal and communication skills both oral and written.
• Proficient in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
• Team player with ability to build relationships with a range of individuals
• Background in consulting or construction preferred.
• Good understanding of international working and business operations of a global consultancy.

*This role will ideally suit those with the right to live & work in the UK without restrictions, as we are unable to offer sponsorship at the present time.