Senior Executive Assistant

You will work closely and fully support 2 EMEA Senior leaders, VP and above. This role has been designed to assist these leaders make the best use of their time by dealing with administrative tasks, working closely with their team, preparing and running their team meetings, taking actions in meetings, thinking ahead, planning the diary ahead months in advance, running projects, working to timelines to ensure they are meeting business objectives and milestones. You will also work closely with their teams and get involved in internal events, customer liaising, on-boarding the ever-growing team, assisting with Marketing activities and making sure the office is fit for purpose for all Rackers. You will understand the Senior Leaders world and their business objectives so you can help them achieve these. This role is seen as an overall enabler for the leader so they can concentrate on business activities and priorities, and you should be the person to reduce and take projects and tasks on as your own. You will be proactive and used to working in an agile and face paced environment. 

Key Accountabilities

• Diary Management: Day-to-day diary and calendar management for my leader’s complex dynamic schedule. Manage door to door travel arrangements for my leader. Meticulously plan and ensure my leader is briefed via me or the relevant Racker before any engagement that requires so. Re-adjust schedules daily to meet changing prioritisation of tasks and duties. To be successful in this role, I should be proactive, meet deadlines and communicate effectively. 
• Inbox Management: Day-to-day inbox management for my leader. Have autonomy around items I can action immediately and take ownership of items that require further work or resolution to give time back to my leader. Solving issues before my leader is aware, where it’s required. Highlight issues or flags where my leader needs to spend time and proactively carve out time in his / her calendar to effectively address. To be successful in this role, create best practices to effectively manage and monitor email flows. 
• Time Management: Work with my leader to understand business commitments and prioritise tasks and duties. Create order and clarity so my leader has a clear set of commitments and deliverables each day. To be successful in this task is to create accountability for my leader of how his/her day, week, month has progressed and provide feedback. 
• Leadership Meetings: Own the operating calendar and leadership meeting cadence for my functional leadership meetings. With an exceptional understanding on the business, hold leaders accountable to agenda items they must bring to the leadership meetings for decisions, action, discussion or brainstorming. Fully own the meeting agendas; ensuring there is a key purpose for agenda item and clear owner. Record decisions and actions from these meetings and follow up all actions to ensure they have been completed on time. Drive agendas and accountability in the absence of my leader.  
• Leadership Team: Be fully part of the leadership team. Participate in team meetings. Drive and hold the leadership team to account for tasks and actions they have committed to.
• Leadership Team Health: Management of leadership team health, working alongside leader and HR BP to stay aligned. 
• Initiatives: Involvement in key initiatives and projects across the business that drive towards better outcomes for customers and Rackers. [e.g - Exec Sponsor customer program, social media for leader (acquisition, leader brand), incentives, functional recognition, cross-functional initiatives, culture instigator.] 
• Management Framework: Ensure that my functional leader’s meetings are structured to enable cascade via the LT and alignment to scorecard and priorities. 

Team Management

• Performance Standards, Team Objectives & Expectations: Work with my leader to define and develop leadership objectives for his/her team. Own and pull together in an easy to consume format. Ensure this is all reviewed on a regular basis through RAG, performance check-ins and objective review meetings (every month). To be successful in this role, be a soundboard to effectively calibrate the team and ensure that they are operationally and strategically aligned to the function and business goals. 
• Internal Processes: Manage and assist with the key and recurring HR processes throughout the year. Work with HR to get clarity and expectations on what is required to be done and make sure timelines are met by my leader and the Rackers in Germany as a whole, also ensuring that everyone is adhering to the same. This should include but not limited to; merit, goals, half year check ins, performance reviews, feedback generation, calibration, objectives reviews etc.  
• Functional Communication Plans: Create and implement an annual (including quarterly/half yearly) communication plan for my function (e.g Marketing, Sales, PSetc). Ensure there is consistency and transparency across each function and encourage cross functional collaboration.
• Town Halls & All Hands: Ensure that there is a regular cadence of functional Racker Town Halls or All Hands. Fully own the agenda and rally the leadership team to plan, build out the content and prepare. 
• Kick Offs: Working with my leader and leadership team, own the Kick Offs that happen each year. Pull together a world class, slick, KO for my function.  
• Events: Coordinate internal and external meetings and events; work with key stakeholders on agendas, accommodation, catering, facilities, and any other needs. Including the organisation of fun budgets.  

Customer Management

• Customer focus: Make sure my leader is engaging with his/her customers. Working with my leader, build a plan around what good likes with regards to customer engagements and hold my leader accountable to achieving this plan. Customers come first and should be prioritised over internal meetings and commitments.  
• Customer communications: Pro-active around arranging customer engagements to enhance customer experience. Have awareness of all customer interactions my leader is involved with so it’s key I work with the relevant Rackers and account team to meet timelines and understand what stage and temperature each customer is at. Look for opportunities for my leader to add value, wow customers or get involved commercially. Coordinate and consolidate customer responses on behalf of my leader. Distinguish between prospects to t-up conversations at the right time. Build a strong robust relationship with the customer’s EA.  
• Exec Sponsorship: Ensure my leader is engaging with his/her exec sponsor customers on a monthly basis (or more). Work with my leader to ensure they are working on the right account, challenge this if necessary, and enable my leader through regular customer review meetings, email, calls and internal service reviews. Log activity in Salesforce.  

Business Monitoring

• Budget Management: Full budget management and adhere to budget restrictions for my leader’s cost centre. 
• Ad hoc admin: Booking travel, Support the other Sales Rackers in the office with other ad hoc tasks, Some support around office management – liaising with the facilities team to get issues sorted, Expenses HR management through workday GPS, req creation, help with new starters in HR, work with leader to carve out approval time for things that need to be approved, birthday cards for Rackers, arrange Racker anniversary cards, fun budgets, contracts approved timely, PO creation using Oracle, Contract submission through Contrax,  and validation (truly verify so adding value to the process) etc. 

Person Specification

• A self-starter, capable of acting on own initiative and proactively managing competing demands and pressures and able to multi-task effectively. 
• A successful track-record of working in a comparable senior role in a large and/or complex organisation. 
• Must be able to work collaboratively, with a range of colleagues in the wider organisation, as well as with external stakeholders.  
• Excellent interpersonal, diplomatic, oral communication skills. 
• Have strong attention to detail.  
• Highly competent IT skills across standard Microsoft packages. 
• A genuine and demonstrable commitment to the values and ethos of Rackspace. 
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About Rackspace TechnologyWe are the multicloud solutions experts. We combine our expertise with the world’s leading technologies — across applications, data and security — to deliver end-to-end solutions. We have a proven record of advising customers based on their business challenges, designing solutions that scale, building and managing those solutions, and optimizing returns into the future. Named a best place to work, year after year according to Fortune, Forbes and Glassdoor, we attract and develop world-class talent. Join us on our mission to embrace technology, empower customers and deliver the future.  More on Rackspace TechnologyThough we’re all different, Rackers thrive through our connection to a central goal: to be a valued member of a winning team on an inspiring mission. We bring our whole selves to work every day. And we embrace the notion that unique perspectives fuel innovation and enable us to best serve our customers and communities around the globe. We welcome you to apply today and want you to know that we are committed to offering equal employment opportunity without regard to age, color, disability, gender reassignment or identity or expression, genetic information, marital or civil partner status, pregnancy or maternity status, military or veteran status, nationality, ethnic or national origin, race, religion or belief, sexual orientation, or any legally protected characteristic. If you have a disability or special need that requires accommodation, please let us know.