Overview

We are seeking an exceptional and experienced Executive Assistant to support our SVP, Sustainability – Chief Sustainability Officer.

This is a critical role requiring an experienced, proactive and organized professional who can operate confidently in a fast-paced global environment. Beyond traditional executive support, you will play a critical part in driving operational effectiveness across the Global Sustainability Team (GST), including onboarding, governance, documentation management, meeting effectiveness and executive stakeholder engagement.

The Chief Sustainability Officer is a highly visible role, both internally and externally, requiring seamless coordination in the background to ensure their obligations are met.

You will be a trusted business partner capable of anticipating needs, managing competing priorities and ensuring the smooth execution of Sustainability leadership activities. You will also provide travel and expense support to the VP, Government Affairs.

Key Responsibilities

  • Proactively manage complex executive calendars and meeting schedules.
  • Coordinate internal and external stakeholder engagements.
  • Arrange domestic and international travel.
  • Prepare briefing packs, meeting materials and presentations.
  • Manage expenses, invoices and administrative processes.
  • Draft executive correspondence and communications.

Governance & Meeting Management

  • Coordinate Sustainability leadership meetings and Executive ESG Committee meetings.
  • Prepare agendas and meeting materials.
  • Attend meetings and capture minutes, decisions, actions and follow-up requirements.
  • Maintain governance trackers and reporting calendars.
  • Drive timely completion of agreed actions.

Onboarding & Team Operations

  • Coordinate onboarding activities for all Global Sustainability Team new joiners.
  • Arrange equipment, access, introductions and induction activities.
  • Maintain onboarding resources and guidance materials.
  • Support joiner, mover and leaver processes.

Documentation & Knowledge Management

  • Maintain Global Sustainability Team SharePoint sites, Teams channels and collaboration spaces.
  • Manage organizational charts, distribution lists and team records.
  • Maintain governance documentation, operating procedures and team resources.
  • Ensure documentation remains accurate, accessible and up to date.

Events & Stakeholder Coordination

  • Support planning and execution of major Sustainability events and leadership engagements.
  • Coordinate logistics, registrations, travel and accommodation.
  • Prepare executive event briefings and stakeholder information packs.
  • Manage invitation and participation tracking.

Procurement & Operational Support

  • Raise and manage purchase orders.
  • Support supplier onboarding and invoice processing.
  • Coordinate operational improvement initiatives and action tracking.
  • Support monthly reporting and team governance activities.

Government Affairs Support

  • Provide travel coordination support for the VP, Government Affairs.
  • Manage expense reporting and associated administration.

Requirements

Essential

  • Significant experience supporting senior executives in an Executive Assistant role.
  • Exceptional organizational and prioritization skills.
  • Experience managing complex calendars and global stakeholder engagements.
  • Proactive and highly self-motivated.
  • Strong judgment and discretion.
  • Strong meeting management, minute-taking and action-tracking capabilities.
  • Strong ownership mindset.
  • Excellent written and verbal communication skills.
  • Advanced Microsoft Office and PowerPoint skills.
  • Experience with Microsoft Teams, SharePoint, Outlook and collaboration platforms.
  • Highly organized and detail-oriented.
  • Strong attention to detail and ability to maintain confidentiality.
  • Experience managing multiple priorities in a fast-paced environment.
  • Excellent stakeholder management.
  • Resilient and adaptable.
  • Collaborative and service-oriented.
  • Ability to operate confidently with senior executives and external stakeholders.

Desirable

  • Experience supporting Sustainability, Corporate Affairs, Government Affairs or other corporate functions.
  • Experience managing onboarding programs.
  • Experience supporting governance committees or executive boards.
  • Knowledge of procurement, purchase orders and invoicing processes.
  • Experience maintaining SharePoint and knowledge-management resources.
  • Experience using Workday, Concur, ServiceNow and related enterprise systems.

AVEVA is an Equal Opportunity Employer. We are committed to being an exemplary employer with an inclusive culture, developing a workplace environment where all our employees are treated with dignity and respect. We value diversity and the expertise that people from different backgrounds bring to our business.

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