Executive Assistant

2 weeks ago

Fareham, United Kingdom Saab UK Full time
Introduction
Saab UK is a British company that is part of Saab Group's global high-technology operations. Saab offers world-leading solutions and services in defence, aviation, space and civil security. In the UK we bring together the best of Swedish and British innovation and engineering to provide our customers with products and solutions that push boundaries for what is considered technically possible. Our mission is to help our customers to keep people and society safe.
Our Saab UK business is going through a period of rapid growth, this means that we can offer a wide range of opportunities for personal fulfilment and career growth. As part of the global entity Saab AB, Saab UK Ltd combines the innovative spirit of a start-up with the resources and expertise of a larger corporation. Across the country we have seven principle sites which focus on software engineering, underwater robotics, training services and radars. Globally we number over 22,000 employees and have operations on all continents. Technologically we are leaders in many areas, and we reinvest a high proportion of our earnings in internal research and development. We collaborate with colleagues around the world who all share our challenge - to make the world a safer place.
Saab is a company with opportunities, a company where we see diversity as an asset and where you have both considerable responsibility as well as good opportunities for advancing in your career. Additionally, Saab is a company that respects each person's needs for a rewarding life beyond work.
Role Purpose:
As an Assistant to the Managing Director (MD) for your business area, you will provide an efficient and responsive administrative, organizational and logistical service:
Arranging travel, visas (when required) and accommodation
Manage the Head's expenses and official entertainment claims
Dealing with incoming email, often corresponding on behalf of the MD
Diary organization and arranging meetings
Carrying out specific projects and research
Event and Social planning including organisational team building activities
Minute meetings on behalf of the MD
Taking minutes of key meetings
Expected to travel to key meetings in UK and occasionally to Sweden if required.
As an Office Coordinator, you will ensure the office runs smoothly, ensuring high levels of organizational effectiveness, communication and safety for staff and visitors.
Key accountabilities and responsibilities:
First point of contact for guests, staff and general enquiries
Ordering and organising office & kitchen supplies. Keep up supplier relations and source new suppliers when needed
Ensure the office and kitchen and communal areas are kept presentable
Updating the Visitors Book and maintain security logs, issuing security passes for both employees and visitors. Ensure visitors have refreshments
Overall coordination of conference room bookings. Ensure each room/meeting has sufficient notepads, pencils, water, glasses, etc. If required, order refreshments/lunch. Ensure conference rooms are tidy at the end of each day
General office administration duties including photocopying/scanning
Order and issue Saab ID cards and alarm codes, maintaining an up-to-date ID log, adding and deleting employees as required to ensure the log is accurate. Manage Smart ID access requests for the office as per guidance provided
Act as Fire Warden for the office
Audit office equipment twice yearly and keep the Registers updated
Provide support to and back up for the Facilities Manager
Handle all incoming mail and dispatch of outgoing mail/parcels. Items to be couriered should be sent on time, tracked and followed up to confirm delivery
Provide support, when required, at offsite events
Ad hoc support and special projects, when required
Travelling to other offices such as London and Farnborough
Essential skills:
Proven experience as an Assistant at a senior level in an environment requiring tact, judgment and discretion
Flexibility. The role will require some occasional out of hours/weekend working
Adaptable, pro-active and ability to work on own initiative
Communication, negotiation and relationship-building skills
Organisational, IT and Problem-solving skills
Leadership and the ability to 'make things happen'
Desirable skills:
Understanding of working within a defence environment would be advantageous
Good knowledge of PowerPoint and Word
Strong team player with a solution focused approach and a high-quality standard of execution and delivery
Personable and easy to approach
A clear and concise communicator who listens well and is able to flex communication style
Ability to think around problems & get to inventive solutions

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