Executive Assistant

Found in: beBee S GB - 3 weeks ago

Burgess Hill, United Kingdom Manpower Uk Ltd Full time

Executive Assistant

  • Salary: 15- 19 per hour
  • Location: Burgess Hill (Hybrid)
  • Duration: 9 months
  • Hours: 35 hours per week, Monday to Friday

Are you looking for a role that offers an exciting environment that celebrates a collaborative and inclusive culture? Then this could be the role for you

Manpower have a fantastic new opportunity for the right candidate to become an Executive Assistant, working with our client, a FTSE 100 Credit Card Company based in Burgess Hill.

The Role:

We are seeking an Executive Assistant to support 2 UK-based Vice Presidents (VPs), to partner with the existing EA to support the UK campuses and occasional visiting VPs.

The successful candidate will have a strong executive presence and will think proactively, prioritise effectively, and facilitate activities in a very dynamic environment. They will be flexible, exercise discretion and judgement, and have the confidence and professionalism vital to interact with a variety of leaders across all bands. This position is an integral part of the dynamic and fast-paced teams that require collaboration and coordination across many businesses. They will have experience handling administrative tasks, have an interest and passion in supporting leadership and the broader organisation in new and creative ways and work independently and confidently across multiple countries and time zones. Building strong relationships, being resourceful, and knowing how to navigate organisations fluidly will also be critical to success in this position.

Responsibilities:

  • Partner with senior executive offices to ensure professional representation from the office of the VP and senior leaders.
  • Calendar management with high level of integrity, leading across business partners, dispersed locations and differing time zones.
  • Organise meetings, making all vital arrangements including invitations, audio/video meeting requirements, identifying delegates as needed, booking rooms, ensuring needed equipment is in place and operational, and arranging catering.
  • Manage travel itineraries including air, hotel, transfers, and visas. Build itineraries and provide advance preparation for VP.
  • Participate in team meetings, accurately capture meeting minutes and distribute in a timely manner.
  • On a monthly basis, prepare, review, and process expense reports. Be well versed in expense policies and help to ensure team stays within budget.
  • Group administration: regularly update and maintain global distribution lists, update organisation charts monthly, handle and supervise team budgets etc.
  • Provide support for Senior Leadership visits, including assisting with itinerary, agenda, room bookings, executive car requirements etc.
  • Support driving team culture and engagement through coordinating accessible events, social gatherings & critical initiatives.
  • Lead departmental asset inventory management, supplies & services procurement and other administrative support tasks.
  • Ad-hoc project work as advised by leadership.
  • Assist teams with process-related questions and standard methodologies.

Minimum Qualifications

  • 3+ year's experience supporting at VP Level
  • Highly organised with an ability to anticipate, adapt, prioritise, and fulfil multiple tasks in a fast-paced environment - essential
  • Strong follow-up skills with excellent accuracy and attention to detail - essential
  • Strong work ethic, highly self-motivated, strong decision making skills with confidence to act autonomously in day-to-day activities - essential
  • Strong social skills. Comfortable representing a department while interacting with individuals at all levels of an organisation (both internal and external), particularly senior levels - essential
  • Excellent calendar leadership skills, including the coordination of complex meetings, team events and scheduling travel arrangements - essential
  • A strong sense of integrity with ability to handle critical issues and maintain complete confidentiality - essential
  • Excellent verbal and written communication skills. Confident communicator to a wide range of partners across the organisation and externally.
  • Intermediate to sophisticated digital literacy required, including proficiency with MS Office including PowerPoint, Excel, Word and Outlook, together with communication tools such as WebEx, Slack and Confluence.
  • Knowledge of applications including but not limited to Concur Expense Management, Oracle, Tech Source, My Info, Payroll, Career Track, and the IT Service Catalog (Tech Care).

If you feel that you fit the above criteria and would like to work in a vibrant, forward thinking environment, then apply here today

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