Product Features
Blog
Contact Us
Sign In
Huntress
,
London, Greater London
Executive Assistant & Directorate Administrator
|
|
Job Type: Full-time |
|---|---|
|
|
Salary: £30,000 per annum |
Overview
Executive Assistant & Directorate Administrator £30,000 | SE1, London | Executive Assistant & Directorate Administrator Do you have extensive administrative experience and are you highly organised? Are you looking to join a passionate and dynamic organisation with a social purpose? Do you have PA experience at senior level with demonstrable experience of managing a complex and constantly changing diary? An official trade, investment and promotional agency is looking for an organised individual to their busy and dynamic team. You will be responsible for providing diary management, travel and expenses support to the Managing Director. As a part of this role you will also be coordinating any upcoming internal and external events. You will be responsible for providing expenses and travel support for the MD and the three Business Directorate Directors (Director Trade and Growth, Director Tourism and Major Events, Director FDI). Key tasks Diary management To organise and schedule meetings, conferences, events, roundtables etc for MD and three Business Directors, including the required rooms, equipment and hospitality with internal and external attendees. To manage calendars of the MD and three Directors to ensure effective time management. To schedule and organise regular team meetings and one to ones. Liaise and work closely with key stakeholders. Meeting preparation To ensure all relevant paperwork is available for meetings, conferences, events ahead of time. To ensure any necessary briefings or presentations are prepared ahead of time. To support the MD with keeping records up to date in Salesforce; flagging any useful details from Salesforce ahead of meetings; and using Salesforce to make sure that the right people internally are looped into relevant meetings. Travel and expenses To support the MD and three Directors with travel abroad arranging all logistics and creating briefing packs with thorough itineraries. To support the team with travel arrangements for Mayoral trips and Deputy Mayor trips overseas. Submit monthly credit card and expense claims for the MD and Directors Update the quarterly budget holders report and monitoring the commitment records for the MD and Directors. Directorate organisation To assist with organising events, including all staff conference and monthly staff meetings. If capacity allows, to support the organisation of the Directorate's key external events. To compile the weekly Directorate email for the MD to send To assist with arranging Directorate away-days and regular meetings with the team. To help Directors to collate Directorate information where needed. For example, chasing where needed to help the MD ensure that the Directorate is: Filling in mid-term reviews and appraisals on time; Complying with L&P wide requests - e.g. to provide a data champion Providing financial, compliance and target reporting on time; To help newcomers into the Directorate with anything that can support the wider HR process from a Directorate point of view. For example, making sure that they have an introductory meeting with the MD; that they know when regular Directorate activities/meetings are; and where the Directorate org chart is in Sharepoint. Additional duties To provide reception cover when required To receive and direct overflow calls from reception To contribute to ad hoc projects and activities where necessary Work closely with a small team of EA's and provide cover and support to the CEO and other Directors when needed Person specification The successful candidate will demonstrate: Knowledge and Experience Proven PA experience at Director or similar level with demonstrable experience of managing a complex and constantly changing diary Proven organisational skills with the ability to use initiative to plan, prioritise and allocate a heavy workload effectively and respond flexibly to rapidly changing and conflicting priorities Ability to demonstrate a high standard of accuracy and attention to detail. Sound appreciation of, or a willingness to learn about, the company and its management structures Experience of maintaining office and administrative systems and of devising new systems or improvements to existing ones where appropriate Experience of working as a key member of a team, able to take own initiative and work flexibly Proven ability to communicate information effectively and confidently to a wide range of internal and external contacts and at a very senior level Experience of dealing with confidential information with tact and sensitivity. Excellent IT skills including intermediate/advanced knowledge of MS Office, including Word, Excel and PowerPoint, Outlook, CRM and Intranet/Internet systems Huntress Search Ltd acts as a Recruitment Agency in relation to all Permanent roles and as a Recruitment Business in relation to all Temporary roles. PLEASE NOTE: We can only consider applications from candidates who have the right to work in the UK.