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Executive Assistant & Data Protection Correspondent

Requisition ID: 59145

Domain: Support Services/Customer Services and Administration

Contract type: Permanent

Schedule: Full-Time

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 team
  • Undertake multi diary management and plan schedules in diaries to optimise the working day of allocated team members
  • Screen incoming mail, telephone calls, emails and messages and manage responses directly on behalf of the executive team, as necessary
  • Prepare briefing papers and presentations as required
  • Arrange and attend executive meetings/conferences as required, to take minutes, and ensure appropriate facilities are organised
  • Prepare agendas and papers – reports for meetings
  • Support the Director by chasing activity, reports and outcomes from meetings
  • Book UK and overseas travel and accommodation
  • Prepare and track personal expenses and other ancillary expenditure for the Director and Team
  • Maintain accurate and secure paper based/electronic filing systems, including archiving
  • Maintain full confidentiality of sensitive and confidential business issues and documents
  • Support the work of other Executive Assistants during periods of absence or unexpected high volumes of work activity
  • Raise Purchase Requisitions and Orders where required by the Divisional CEO.
  • Support the local office Administration team as required during quieter EA work periods
  • Perform ad hoc confidential project work as required
  • Undertake regular Data Protection Training
  • Support divisional compliance with Equans policies and procedures, acting as a champion of data protection
  • Undertake Subject Access Requests that apply for the relevant division
  • Attend regular 1-2-1s with the Head of Data protection 

Skills, qualifications & experience 

  • Excellent verbal and written communications skills
  • Baseline experience with document control or similar experience handling technical documentation
  • Knowledge of office management systems and procedures
  • Excellent verbal and written communication skills
  • Experience working alongside others and offering support to achieve shared goals
  • Ability to handle multiple tasks while properly prioritising urgent and high-impact work
  • Ability to exercise discretion with sensitive information, including client and employee data 

What can we offer you? 

  • Pension Scheme
  • 24 days annual leave (+ public holidays)
  • Life Cover equivalent to 1.5 times annual salary
  • 24/7 Employee Assistance Program and access to mental wellbeing app
  • Employee discount shopping schemes on major brands and retailers
  • Gym 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? 

EQUANS is a world leader in energy services with nearly 100,000 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’ 13,500 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. 

As part of a positive action drive to address under-representation in senior management positions we encourage applications from women, ethnically diverse individuals and people with disabilities, along with all candidates who identify with protected characteristic groups under the Equality Act 2010.

In support of our positive action measures, we will consider applications that do not meet all the technical requirements if candidates can demonstrate how transferable skills will enable them to successfully deliver the remit of the role in an environment which promotes a flexible working culture.

At Equans we’re committed to delivering a culture where everyone’s 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 you’ll find a welcoming and open workplace where you’re supported and encouraged to be your true self at work. You’ll also have access to our growing employee networks including AccessAbility (representing those with physical and mental disabilities), Encompass (representing the LGBTQ+ community), RISE (representing people from ethnic backgrounds), Veterans & Reservists, WOMEN TOGETHER (representing women in Equans), Working Parents, and Young Professionals

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EQUANS is a multi-technical expert that offers a comprehensive range of services across facilities management, energy management and construction.

As an international market leader, we help our customers in the 3 major transitions of today: the energy transition, the industrial transition and the digital transition.