Administrator

1 month ago


London, United Kingdom DS Smith Full time

About the role

DS Smith require a reliable and capable Coordinator to provide support to the Personal Assistant to the CIO on a fixed term 12 month contract. The role holder will assist in looking after the IT Leadership Team (ITLT) which consists of 10 members and take on the administration and support responsibility for the team if the Personal Assistant is on leave. This is a key role that ensures the smooth running of a large and complex Information Technology function in a global, FTSE 100 company.

As the successful Coordinator will report to the CIO’s Personal Assistant and will act as a key point of contact handling a wide range of administration tasks. Your duties will include everything from travel bookings and expenses management for some of the senior executive team, coordinating team meetings from booking the travel to joining the meetings and take minutes where necessary, arranging internal Town Halls (All I&T meetings), setting up the PowerPoint decks and ensuring all are ready to present for the meeting.

This is a challenging role which demands a diverse range of skills and capabilities, combined with a high degree of emotional intelligence, innovative-thinking, and a focus on detail and quality. This is a proactive role so forward planning, noticing and fixing diary planning issues in the future will be highly appreciated by the leadership team.

You will possess a proven track record of experience liaising with senior management/leaders, the ITLT work across several offices (sites) in the UK, Europe and the USA. As part of the role, you may be asked to join some meetings in person in the UK so some travel may be required to DS Smith locations.

You will also provide an excellent coordination and administration service in a timely, professional, and appropriate manner and to ensure all leaders receive an excellent level customer service and coordination and can access all necessary information and updates easily.

This is a hybrid role with 2/3 days in either of our London Paddington office or Milton Keynes.

About you- Experienced administrator / coordinator for senior management level executives- Experience of electronic diary management- Experience of working in a fast-moving business environment- Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to DS Smith- Ability to organise and plan own work - using initiative where appropriate- Excellent attention to detail, with the ability to maintain a high level of accuracy- A flexible, pro-active approach to work including the ability to prioritise and re-prioritise- Ability to deal with sensitive information with discretion and to maintain confidentiality- Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint at intermediate to advanced level and One Note for travel management- The ability to learn company-specific software quickly: Expensys / AMEX / SAP- Act with diplomacy and discretion to safeguard confidential and commercially sensitive information at all times.

**Benefits**:
- Competitive salary- Company bonus- Pension scheme- Life assurance- Income protection- 25 days holiday plus bank holidays- Annual Cycle to Work Scheme


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