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Executive Assistant & Business Support Coordinator

Olympia Events is a world-famous venue and we’re going through exciting changes. With that exciting change comes plenty of opportunities. We’re looking for an experienced account manager to join our fast-paced team who can spot and act on these opportunities, deliver great customer experiences, and drive forward our brand as a market leader of excellence.

What you will be doing:

Responsible for supporting our Chief Executive Officer to manage an ever-changing diary and busy email inbox. Amongst other duties, you will organise and support various projects that will contribute to the growth and development of the business.

Key responsibilities:

Diary management/meetings

  • Oversee and manage the diary for the Chief Executive Officer, planning and scheduling appointments and meetings as appropriate. Ensure the Chief Executive Officer is prepared for meetings and is provided with the relevant background, insight, advice and relevant briefing materials ahead of time. 
  • Prioritise requests for meetings and guarantee the effective use of the Chief Executive Officer’s time. 
  • Process and submit expense claims and invoice payments, raising purchase orders and maintaining accurate records.
  • Work collaboratively and efficiently with the leadership team to keep them informed of upcoming commitments and responsibilities, providing wider support where required. 
  • Attend key meetings and track action which helps drive completion of key deliverables alongside following up on outstanding items.
  • Efficiently organise and maintain a structured filing system, managing sensitive and confidential information.
  • Assist the Company Secretary with the administration of the charitable trust in connection with trust meetings and grant applications. 

 General business services and project support

  • Answer and screen incoming business calls in a professional manner. 
  • Prepare relevant papers and correspondence to agreed deadlines including drafting and formatting briefings, presentations and reports.
  • Coordinate and provide support to various cross-departmental projects, monitoring the delegation of tasks to time, cost and quality standards. 
  • Manage, organise and streamline multiple operational procedures and reporting across various project groups.
  • Identify opportunities for improving efficiency and take appropriate action.
  • Undertake any other projects or duties as may be assigned from time to time by the leadership team.
We need someone who has:
  • Proven experience working as a Personal/Executive Assistant at a senior level. 
  • Experience of providing administrative support on a number of different projects. 
  • Excellent time management skills and able to work in a pressurised environment and meet tight deadlines. 
  • Experience in managing highly sensitive information in a confidential manner. 
  • Excellent communication and interpersonal skills. 
  • Highly organised and efficient with excellent attention to detail. 
  • Ability to analyse situations quickly and respond to those seeking advice/guidance. 
  • Ability to present information to a wide range of audiences. 
  • A self-starter with a positive, enthusiastic attitude 
  • Highly proficient in MS Office software.
What are the benefits?
  • Competitive salary
  • Discretionary company bonus (subject to company performance and Executive decision)
  • 28 days holiday
  • Contributory pension
  • Private medical and dental plans*
  • Life insurance*
  • Staff support services

*After 3 month probation

To apply, email hr@olympia.london quoting ‘Executive Assistant & Business Support Coordinator’ in the subject line with your CV and a brief covering note that explains your current situation and why you’re right for this role.

Closing date 20th May 2024

About Olympia Events

Olympia Events is more than an exhibition venue, conference centre and live-event space - it’s an inspiration. Against a backdrop of grand Victorian architecture, the seven connected spaces inspire engagement and enjoyment. 

Olympia Events is recognised in the industry for exceptional levels of customer service and support, and our numerous awards are testament to our clients' satisfaction. Beyond the walls of our venue, Olympia is on the ground, working to invest in people, strengthen our communities, and protect the environment. 

Olympia Events is undergoing a period of innovative and exciting change. Work is currently underway to transform the wider estate into a cultural hub of which Olympia Events will be the central part. Once complete, the estate will include a new theatre, music venue, two hotels, over 30 eateries, world-class office space and over two acres of public realm. More information can be found at https://olympia.co.uk/ .  

Olympia Events is part of ASM Global which is the world’s leading venue management company and producer of live event experiences. With over 350+ premier venues spanning worldwide, ASM Global operate and invest in the world's most important stadiums, arenas, convention centres and theatres, including entertainment districts and mixed-use developments.