Executive Assistant

Posted on: 2018-05-24

Sector: Admin / Secretarial / Office Support

Location: Buckinghamshire

Type: Contract or Temp

Description

Job Title:   Executive Assistant/PA
Based in:   Either Paddington or Gerrards Cross but also from home
Salary:      £20-22 per hour
Contract:  Until end of May 2019
 
Position Summary:
 
We are seeking a professional and experienced Executive Assistant to support a UK based Senior Director, but with EMEA responsibility, for a global technology company. This role is incremental due to the team growing 40% year on year and therefore has seen a substantial increase in workload for which efficient and proactive support is required. This role will provide confidential and high level administrative support, assisting the Senior Director and, on occasion, 4/5 direct reports based in the UK but cover an EMEA remit.
The successful person will need to be flexible on location as they will need to be office based in either Gerrards Cross, or Paddington (more often) when the Director is onsite, otherwise there is the opportunity to work from home outside of these occasions if preferred.
 
Duties and Responsibilities:

  • Manages and maintains professional and personal calendar in Microsoft Outlook, including assisting with personal scheduling (e.g. doctor and other appointments, personal travel, health insurance and other forms), within limits and at his/her discretion; applies understanding of executive’s priorities in scheduling meetings.
  • Prepares travel arrangements (domestic and international) and creates detailed itineraries; may also arrange travel for visiting executives and VIPs.
  • Organizes and maintains confidential files; identifies and drives implementation of best practices related to document management and confidential data storage.
  • Facilitates and manages accessibility and open lines of communication with staff; interfaces with internal and external customers on behalf of executive and company.
  • Reads and routes all incoming mail and email; proofreads and edits emails and correspondence for errors; initiates draft correspondence for executive review.
  • Meets regularly to review status of projects; plan key events, meetings and upcoming travel; and prioritize open action items.
  • Provides support and acts as back up for other Executive Assistants.
  • Creates and maintains reports, spreadsheets, and other necessary documents in response to and anticipation of executive’s needs; screens, prioritizes and redirects/forwards phone calls; manages call back list; responds to callers with routine requests, as well as those requiring additional research and investigation.
  • Interacts and communicates with all levels within the company; develops effective networks with peers throughout the organisation, as well as external professional groups.
  • Collaboratively performs research, collects materials, and maintains files which include relevant articles, collateral and other information used by the executive in communications; takes and transcribes notes from meetings, identifies action items and schedules reminders for the executive.
  • Identifies opportunities for process improvement and recommends special projects and initiatives related to general business administration.
  • Maintains department organization charts and email groups.
  • Works with peers to execute approved project activities.
  • Processes documents for finance, human resources, and other departments as needed.
  • Reroutes documents to other approvers when necessary.
  • Prepares, reviews, submits and tracks expense reports and other SAP tasks.
  • Enters tracks and processes departmental expenses and invoices for payment.
  • Works with finance to provide estimates for cost of events, travel, and consultants based on historical and other sources of information.
  • Collaborates closely with peers to understand and enhance the value of the EA role

 
Qualifications
 

  • Strong experience working in Microsoft Word, Excel, Outlook, and PowerPoint required.
  • Experience composing and preparing correspondence and reports.
  • Demonstrated excellent verbal and written communication skills, and experience drafting reports and correspondence to a diverse audience.
  • Experience managing multiple and changing demands, details, and deadlines.
  • Experience working with a global team in a Tech, large, fast paced and corporate environment is preferred.
  • Working knowledge of company organizational structures, terminology, and policies and procedures; experience with and/or working knowledge of functions, terminology, and policies and procedures applicable to assigned department.
  • Experience with project coordination and budget tracking.

 
Requirements
 

  • Bachelor’s degree or equivalent experience.
  • 5+ years of progressive administrative experience, with most recent position supporting executives and

Consultant Details

Claire Clark

Managing Director

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