Executive Assistant

As Executive Assistant, you will provide specialist support to Carbon Clean’s C-Suite, using initiative to prioritise and manage multiple requests on their behalf. You will help them to balance strategic and operational priorities, with a strong drive to continuously improve operations.

What will I be doing

Key responsibilities include (but are not limited to):

• Provide a joined-up approach to admin/business support by ensuring cohesive communication, teamwork and building partnerships with peers to keep the EA support model efficient.
• Working collaboratively with the wider Carbon Clean EA team and Office Manager in Houston.
• Set the standard for ways of working by being a resource for information and processes
• Building partnerships with peers and the community to drive clarity within the roles
• Holding meetings to ensure cohesive communication, passdowns and teamwork

Diary management

• Excellent attention to detail
• Workload management, including the creation of processes as appropriate to improve smooth running of the C-suite diary
• Keeping up to date with business priorities to support decisions around best use of C-suite time
• Meeting preparation to support the C-suite team meetings and Business meetings
• Proactive time management to ensure effective use of the C-suite time, including arranging internal and external meetings
• Creating travel itineraries and organising travel arrangements as required including trains, flights, hotel bookings, car hire, parking

Coordination & Organisation

• Assisting in planning and coordinating internal leadership meetings, team events and offsites, away days and workshops, as required
• Assisting and planning external stakeholder and supplier meetings as required
• Building Agendas for internal/external team meetings
• Cost centre/budget management
• Processing and managing expenses, invoices and purchase orders
• Document production and printing (including creating meeting agendas)
• Assisting with creating and coordinating presentation decks

Support

• Email management on behalf of the C-suite and VP’s.
• Work closely with our US Office Manager supporting with events, planning and support during annual leave.
• Attending meetings and capturing actions/notes and follow up of actions with key stakeholders to ensure timely delivery
• Assisting with communications on behalf of the C-suite, including coordinating and actioning internal and external correspondence using appropriate channels
• Actively looking at process improvement to ensure the smooth running of the C-suite diary

Requirements

Is this the job for me?

To be successful in this role you should have a combination of the below knowledge, skills, and experience:

Previous proven experience as an EA for C-suite or Executive level

Experience with complex scheduling across multiple time zones

Ability to organise, prioritise workload and demonstrate adaptability

• Goal and deadline oriented
• Self-driven and motivated, with an ability to show initiative in all situations and the ability to take responsibility for actions
• Calm under pressure
• Confidentiality is a must – this role is party to highly sensitive information important in protecting our employees and our business
• IT literacy across a variety of tools, particularly MSOffice suite including Powerpoint, Excel
• Excellent literacy and reporting skills
• Excellent verbal communication
• The ability to challenge and see beyond current state – spot opportunity for process improvement and act upon these observations
• Be comfortable communicating with members of staff from all levels and areas of the business
• Happy to work as part of a collaborative team, coaching/mentoring/managing other members of the team as and when required

We give you

• The opportunity to continue to develop both personally and professionally, in our rapidly growing company
• A brilliant company culture that encourages initiative, collaboration, and positivity at work
• Great office environment in our new Houston Office at The Ion
• Hybrid working – with the flexibility to work from home for up to 1 day a week from home
• A brilliant company culture that encourages initiative, collaboration, and positivity at wor

Benefits

Benefits & perks include

• 20 days vacation plus public holidays, in line with NYSE and 2 ‘floating days’ which can be taken on a date of your choosing.
• Pension contribution matching 6%
• Healthcare Reimbursement

Everyone belongs at Carbon Clean

We are passionate and committed to our people. Our aim is to build a diverse and inclusive movement: teams of forward-thinking people, with unique talents, skills, passions, and experiences. It’s talent that matters to us and we encourage everyone to join us, whatever your gender identity, race, ethnicity, sexual orientation, age, life experience, or background. So please come as you are – we can’t wait to meet you.

We’d be thrilled if you tick off all our boxes yet we also believe it’s just as important we tick off all of yours. And if you think you have most of what we’re looking for but not every single thing, go ahead and hit apply. We’d still love to hear from you!