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Gray & Associates Recruitment Services
,
London, Greater London
Executive Administrative Assistant
Overview
Job Description
Executive Administrative Assistant £28,244 Central London This role is ideal for someone with a strong background providing administrative support who now wishes to gain exposure working at a senior level. Based in the Executive Office of this leading Museum you will be part of the team responsible for ensuring the efficient and smooth functioning of the Director's Office on a day-to-day basis. The role is varied and will require a confident team player who can multitask, work to deadlines and communicate confidently with a range of stakeholders. Typically, the role will involve: Diary management * Prioritising and planning the Director's diary ensuring scheduling of meetings and follow up of invitations. * Ensuring actions from the Director's engagements are coordinated and completed. * Handling enquiries and requests in relation to the Director's schedule (internal and external). * Ensuring invitations for participating and speaking at events and any other similar activities are responded to promptly. * Arranging both domestic and overseas travel for the Director, ensuring the maximum efficiency of resources. Other support: * Maintain and update key contact lists for the Director and Directorate. * Support the exchange of information in relation to contacts and connections, including invitations to events (internal and external), liaising closely with the Assistant to Director. Liaison with senior external stakeholders and VIPs. * Responsible for meeting and greeting VIPs with a high level of professionalism. * Receive and respond appropriately to written and verbal questions and enquiries in a timely manner. * Providing the "first point" of contact for the Director's Office, dealing with telephone messages and enquiries effectively. * Monitoring the relevant mailboxes, ensuring follow up of incoming email items and prioritising where appropriate. * Lead on preparation and timely submission of board meeting papers to a high level of accuracy and presentation. * Responsible for the set up and facilitation of these meetings. * Ensure arrangements for all internal and external meetings are completed efficiently and effectively. * Arranging hospitality and other meeting requirements including AV, for both small and larger group meetings. * Supporting the preparation of agendas, papers and reports for key meetings. * Occasionally, producing timely and accurate minutes, as well as collating comments and tracking changes for final copy. * Ensure accurate processing and monitoring of the Director's Office budget(s) and expenses. A high level of confidentiality is required in this role. Due to time constraints and the number of applications we will only be able to respond personally to successful candidates. Hopefully you will be one of those. If not please do feel free to send your CV again for any other positions that are of interest. Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.