Executive Assistant to Carbon Finance Director at BURN

About the role

• The Executive Assistant will provide high-level administrative support to the Carbon Finance Director within the organization. You will be responsible for managing their schedules, coordinating meetings and travel arrangements, and handling a variety of confidential and sensitive information. To succeed in this role, you must be an excellent communicator and keen to work in a dynamic, challenging environment, for a company that recognizes and rewards creativity, initiative, and contributions.

Duties and Responsibilities

• Follow up to ensure tasks delegated by the CFD to staff are carried out promptly.
• Calendar and schedule management: Organize and maintain CFD’s calendar, schedule appointments, meetings, and calls, ensuring optimal use of their time and effective coordination with internal and external stakeholders.
• Meeting coordination: Prepare meeting agendas, coordinate logistics, and ensure necessary materials and resources are available. Take meeting minutes, distribute action items, and follow up on progress as required.
• Communication and correspondence: Manage incoming and outgoing communications on behalf of the CFD, including phone calls, emails, and other correspondence. Draft and proofread various documents, presentations, reports, and memos as requested.
• Relationship management: Build and maintain positive relationships with key internal and external stakeholders, including clients, partners, and vendors. Serve as a liaison between executives and other departments or individuals within the organization.
• Confidentiality and discretion: Handle confidential and sensitive information with the utmost discretion and professionalism. Maintain confidentiality of executive discussions, decisions, and company-related matters.
• Project coordination: Assist with special projects and initiatives as assigned, coordinating efforts across teams, and ensuring deadlines and deliverables are met.

Skills and Experience:

• Bachelor’s degree in communications or a Business-related course.
• Previous experience as an executive assistant or in a similar role is required. Familiarity with executive-level operations, corporate environments, and senior management dynamics is preferred.
• Excellent organizational and time management skills are crucial to effectively handle multiple tasks and prioritize responsibilities in a fast-paced environment.
• Strong verbal and written communication skills are essential for clear and professional interaction with executives, colleagues, and external contacts.
• Attention to detail in written documents is important.
• Demonstrated ability to handle sensitive and confidential information with professionalism and maintain the highest level of discretion and integrity.
• Proficiency in using standard office software and tools, including word processing, spreadsheets, presentation software, and calendar management applications. Familiarity with video conferencing platforms and collaboration tools is a plus.
• Ability to adapt to changing priorities and work effectively under pressure.
• Flexibility in managing evolving schedules and last-minute changes efficiently.
• Strong problem-solving and critical-thinking skills to anticipate needs, identify solutions, and make decisions independently when required.
• Exhibit a high level of professionalism, diplomacy, and interpersonal skills in dealing with individuals at all levels of the organization.