Exolum is a reference company in the transportation of liquid products in Europe and one of the most important worldwide. It has more than 2,300 employees and operates in several countries, managing a network of more than 6,000 kilometers of pipelines, 68 tanks and 45 airport facilities, with a total capacity of more than 11 million cubic meters. Exolum is committed to contributing to the energy transition and the fight against climate change, through diversification of its activities, innovation, and sustainability.
At Exolum, we are also committed to the principle of equal employment opportunity for all employees and to providing our teams with a work environment free from discrimination and harassment. All employment decisions at Exolum are based on individual needs, job requirements and qualifications, without regard to race, religion or belief, national origin, age, physical, mental, or sensory disability, illness, gender identity and/or expression, sexual orientation and marital status.
We are looking for an Executive Assistant to competently and professionally support the General Secretariat and the Board.
The purpose of this role is to drive achievement of deadlines and goals, provide flexible support to Executive and the Board as well as providing efficient and effective admin support.
The selected candidate will be responsible for a variety of tasks, including:
Ensuring diaries are planned appropriately
Confirming meeting arrangements (including venues/teleconferencing information) Effective and proactive Committee support
Management of timelines for Boards/Committees (including driving the agenda setting process, collation of papers, scheduling review time, distributing papers)
Ensuring board has appropriate preparatory time to draft/review papers, and is made aware of deadlines
Minute taking, as required
Event logistics – arranging venue/invites & attending to facilitate
Managing logistics around conference attendance/ presentations, including sourcing required information from business owners
Facilitating and attending team meetings/planning days
Ensuring information stored for board is audited and deleted/stored according to data protection parameters (both electronically and in off-site hard copy storage)
Booking international & national/accommodation
Drafting monthly expense submissions
Involvement with ad hoc projects
Review and challenge working processes to contribute to the improvement of support provided to the board and the wider business
Sharing best practice with peers
It is valued:
Previous experience working at Director/Executive level in an EA capacity, minimun of 10 years of experience.
Previous experience of minuting at Board level
Experience in senior paralegal positions would be an asset
Proven Board/Committee timeline management – proactively developing agendas and collating papers ( experience of Diligent Board books )
"Can do" attitude, willingness to develop new skills in accordance with business requirements
Excellent communication skills as well as strong interpersonal and influencing skills
Ability to efficiently and effectively prioritise tasks with a strong attention to detail
Self-reliant, motivated and able to work on own initiative, whilst meeting varied and time specific deadlines
The ability to deal with sensitive information appropriately and show tact and discretion at all times
High level of Diligent Board or similar
English proficiency (C2)
Advanced expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
If this opportunity matches your career aspirations and you are curious to find out more then please apply. We look forward to meeting you!