Executive Assistant

3 weeks ago


Cambridge, United Kingdom Reed Business Support Full time

Outstanding opportunity for an Executive Assistant - Central /West Cambridge / 3 month Fixed term contract.

You will have a key role in ensuring the effective operation of My Clients Dailydaily schedule, and will Implement and oversee administrative procedures for the Director, Deputy Director and COO and Senior Administrators in order to ensure the efficientand effective management of time and workflow. You will co-ordinate and plan events, meetings, workshops, seminars and set up tele and video-conferences.
Key duties and responsibilities
1)Provide executive support to theDirector, Deputy Director and COO and Senior Administrators.
Manage diaries, assess the availability and wishes of the Director to meet, set up a wide range of complex internal and external meetings both in person, in Cambridge and elsewhere in UK, EU or worldwide, and online (by Zoom, Teams, Google Meet, Skype, etc.),manage the schedule of meetings,plan and manage the overall working day to ensure an appropriate balance of meetings, manage all meeting follow up activity. Ensure efficient and effective management of the individuals’ time and work.Populate the Director’s,Deputy Director and COO, Senior Administrators, CDT and their diaries considering the complex, fluid and large volume of requests for Director’s time.

3)Undertake planning and coordination using a wide range of information sources. Read papers from committees and key meetings, prepare briefing notes and summarise headlines for Director, Deputy Director and COO and Senior Administrators, prepare/draft presentationsfor committees, attend meetings, prepare agendas, take minutes, circulate actions, identify and take follow-up actions.

4)Manage large-scale events and visits by high profile figures and media visiting My Client. Manage travel arrangements and itineraries within Cambridge, the UK and overseas, clarify visa requirements, book air travel, liaise closely with conference/seminarorganisers at destination and ensure personal preferences are incorporated where possible.

5)Take responsibility for office administration. Co-ordinate administrative processes, liaise closely with staff at all levels to ensure that the work of the Director’s office is in line with work undertaken in other parts of the Business, theFlagship, Divisionand the Department etc. Maintain a comprehensive filing system including, data management systems for confidential files, committee papers and records,update and amend procedures and processes.

6)Liaise with the Administrator to support HR related activities such as the recruitment process.

7)Process expenses for the Director, the Deputy Director and COO and visitors, manage funds e.g. travel and seminar budgets, monitor expenditure against budgets, raise purchase orders and invoices


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