Job Description
EQUANS is committed to leading our market in sustainability and is working towards achieving a zero-carbon service. Our employees have a collective responsibility to work in a sustainable and efficient manner helping to minimise our impact on the environment whilst contributing benefits for our clients, colleagues and the community. Employees have a responsibility not to cause harm to themselves or others in our efforts to make safety personal. All employees are expected to work within our Sustainability and Health and Safety policies and procedures.Role summary Reporting to the Divisional CEO, the post holder will be responsible for two primary areas, firstly maintaining efficient administration processes to ensure a smooth and efficient service is delivered to the Divisional CEO and team members. Secondly, the post holder will fulfil the role of data protection correspondent for the division. This includes championing data protection and working closely with Equans Head of Data Protection and Ethics to fulfil Subject Access Requests and undertake appropriate training. Full training will be provided for this element of the role. The post holder will work closely with colleagues directors across the organisation and will be part of a innovative and growing division within the UK Business. Key activities Organise and produce (confidential) papers and reports for the Director(s) and teamUndertake multi diary management and plan schedules in diaries to optimise the working day of allocated team membersScreen incoming mail, telephone calls, emails and messages and manage responses directly on behalf of the executive team, as necessaryPrepare briefing papers and presentations as required Arrange and attend executive meetings/conferences as required, to take minutes, and ensure appropriate facilities are organisedPrepare agendas and papers reports for meetingsSupport the Director by chasing activity, reports and outcomes from meetingsBook UK and overseas travel and accommodationPrepare and track personal expenses and other ancillary expenditure for the Director and TeamMaintain accurate and secure paper based/electronic filing systems, including archivingMaintain full confidentiality of sensitive and confidential business issues and documentsSupport the work of other Executive Assistants during periods of absence or unexpected high volumes of work activityRaise Purchase Requisitions and Orders where required by the Divisional CEO. Support the local office Administration team as required during quieter EA work periodsPerform ad hoc confidential project work as requiredUndertake regular Data Protection TrainingSupport divisional compliance with Equans policies and procedures, acting as a champion of data protectionUndertake Subject Access Requests that apply for the relevant divisionAttend regular 1-2-1s with the Head of Data protection Skills, qualifications & experience Excellent verbal and written communications skillsBaseline experience with document control or similar experience handling technical documentationKnowledge of office management systems and proceduresExcellent verbal and written communication skillsExperience working alongside others and offering support to achieve shared goalsAbility to handle multiple tasks while properly prioritising urgent and high-impact workAbility to exercise discretion with sensitive information, including client and employee data What can we offer you? Pension Scheme24 days annual leave (+ public holidays)Life Cover equivalent to 1.5 times annual salary24/7 Employee Assistance Program and access to mental wellbeing appEmployee discount shopping schemes on major brands and retailersGym membership discounts Cycle to work scheme Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes Who are we? EQUANSis a world leader in energy services with nearly , employees working in more than 50 countries, with an annual turnover of over 17 billion euros. In the UK & Ireland, EQUANS is a provider of technical, FM, regeneration and energy services with specialist capabilities in smart buildings, green mobility, district & embedded energy and decentralised renewables. EQUANS 13, UK & Ireland employees combine these activities to help businesses, public sector organisations and government to embrace the energy transition towards net zero, and also the digital & industrial transitions that are redesigning the way we move, work and live. EQUANS is a Bouygues group company. What's next? If this role is of interest to you, please click below to register, apply, and track your progress! A member of our Resourcing Team will review your application and be in touch. At Equans were committed to delivering a culture where everyones voice is heard and supported. We know the value a diverse workforce creates, delivering better results for our people, customers, and stakeholders. Diversity and inclusion is at the core of what we do, should you join Equans youll find a welcoming and open workplace where youre supported and encouraged to be your true self at work. Youll also have access to our growing employee networks including WiE (Women in Equans), RISE (BAME), LGBTQI+, Working Parents, YPN (Young ProfessionalsNetwork) and our Disability Network. For this role, you must have evidence of the right to work in the UK. Unfortunately, we are not able to offer a re-location package with this job role. Certain roles may require applicants to undergo a Disclosure check, as noted in the role requirements. The EQUANS Resourcing Team supports this job advert. Agency involvement is not required. All related enquiries must come to the resourcing team not direct to EQUANS Managers.