Executive Assistant to BU President / Group Executive Committee

About us

National Grid is hiring an Executive Assistant to Group Executive Committee (GEC) for our National Grid Ventures (NGV) President and Chief US External Affairs (US EA) Officer.  This in-person position is based in Washington, DC. 

Every day we deliver safe and secure energy to homes, communities, and businesses. We are there when people need us the most. We connect people to the energy they need for the lives they live. The pace of change in society and our industry is accelerating and our expertise and track record puts us in an unparalleled position to shape the sustainable future of our industry.

To be successful we must anticipate the needs of our customers, reducing the cost of energy delivery today and pioneering the flexible energy systems of tomorrow. This requires us to deliver on our promises and always look for new opportunities to grow, both ourselves and our business.

Job Purpose

We have an exciting and challenging opportunity for you to provide professional support for the National Grid Ventures (NGV) President and Chief US External Affairs (US EA) Officer at National Grid. 

Our Executive Assistants play a crucial role, working closely with the Executive you'll look after their world by extensively and proactively managing diaries and emails, organize travel and accommodation, understanding and prioritizing key activities to assist in achieving deadlines.  As Executive Assistant to the BU President/Group Executive member you will also coordinate meetings, seminars, conferences, where required, and dinners including Direct Report and team meetings.  

We are specifically seeking a highly organized and forward-thinking individual with excellent communication skills and who can work in an ever-changing, fast-paced pressurized environment. You will have the ability to work on your own initiative, be confident but in a professional and discreet manner. As an individual contributor, you will provide personalized assistance ensuring smooth operations and effective communication.

• Manage internal and external stakeholder engagements and demands effectively and efficiently.
• Schedule in-house meetings, including large scale events, as well as client meetings and conference calls.
• Ensure preparation of all materials, including summarised papers and reports, and information necessary for meetings, events, and travel, local and overseas.
• Produce recommendations and insights to influence decision making to a high standard, in line with existing policies.
• Coordinate projects with other levels of staff, creating presentations and arranging events, as needed.
• Continuously monitor and manage multiple methods of communication through internal/external email, internal/external phone calls, and in person inquiries.
• Understand and respond to the team's requirements by investigating a variety of problems using analytical techniques and tools.

Key Accountabilities

• Acting as the administrative point of contact between the NGV President/Chief US EA Officer and internal / external clients.
• Effectively managing and coordinating the NGV President/Chief US EA Officer’s very busy and ever-changing diary ensuring accurate diary management and timely replies to meeting requests.
• Working closely with fellow EAs to collectively coordinate diaries for group meetings.
• Working closely with the Chief of Staff to support various meetings/events with internal and external guests.
• Arranging domestic and international flights, accommodation, ground transfers, trains, taxis, restaurants, visas and other travel documents for the NGV President/Chief US EA Officer as well as arranging meetings / dinners while the NGV President/Chief US EA Officer is travelling.
• Preparing for varied meetings, which includes gathering and printing all necessary documents and agendas as required including External Board Meetings and Membership and Conference / Events.
• Screening telephone calls, taking messages and responding to queries.

• Coordinating meetings, conference calls, and interviews.
• Organizing onsite and offsite meetings, conferences and events where required.
• Checking, filtering, forwarding or replying to emails and correspondence addressed to the NGV President/Chief US EA Officer.
• Compiling and submitting expense reports for the NGV President/Chief US EA Officer.
• Processing invoices relating to the NGV and US EA cost code(s) and raising purchase orders.
• Maintaining a forward planning “virtual file” with daily and weekly files, documents, pack and agendas for meetings.
• Receiving, prioritizing, acknowledging and answering incoming mail and routine enquiries.
• Acting as the first point of contact to support the resolution of queries and issues.
• Responding to stakeholders, customers and internal queries relevant to the NGV President/Chief US EA Officer to ensure immediate response to issues raised.
• Participating in the development and implementation of secretarial / administrative standards, policies and practices for the organization
• May act as a lead, coordinating and facilitating the work of others but is not a supervisor.

Qualifications

You’re exceptionally organized, diligent and conscientious, and have considerable proven background working as an Executive Assistant for C-Suite or other senior leadership.  You have outstanding stakeholder management skills, enjoy multi-tasking in a very demanding, fast-paced environment, and take pride and responsibility in your work.  You’re experienced in handling confidential and sensitive information, discreet, forward-thinking and can work under pressure on your own initiative. Excellent working knowledge of Microsoft software, including Outlook, Teams, Word, Excel & PowerPoint is essential. 

• Proven experience of working as an Executive Assistant for at least 5 years or in another senior administrative position.
• Full comprehension of office management systems and procedures.
• Excellent working knowledge of Microsoft Office Applications.
• Ability to assemble and handle highly confidential and sensitive information with discretion at all times.
• Attention to detail.
• Demonstrates initiative.
• Demonstrates a flexible approach and “can do” attitude to work.