Executive Assistant

2 weeks ago

London, United Kingdom Atos Full time

**Publication Date**:
Feb 23, 2023

**Ref. No**:
471168

**Location**:
London, London, GB, N1 9JZ

The future is our choice

At Atos, as the global leader in secure and decarbonized digital, our purpose is to help design the future of the information space. Together we bring the diversity of our people’s skills and backgrounds to make the right choices with our clients, for our company and for our own futures.

Roles and Responsibilities

Develop an appropriate level of business knowledge that allows the post-holder to make informed decisions in the absence of their relevant SVP/Exec. This will include the project management of basic workflows and the development of project scopes to support this business function.

Develop mutually beneficial networks across the PA and the functional community at all levels within Atos around the globe to establish and develop effective relationships, adopting a customer focus with all internal and external stakeholders including clients, the Executive team and internal colleagues.

Meet and greet all guests and act as an ambassador for the Executive team.

Ensure that confidentiality is maintained at all times.

Work collaboratively across the Executive PA team to ensure that other PAs and Executives are supported when needed. Ensure the team works together to generate situations where everyone is happy.

Share good practices and encourage learning across the Executive PA team and wider PA networks in Atos.

Attend external and internal meetings, take minutes at these meetings and follow up on these actions on behalf of their SVP/Exec and relevant teams.

Effectively manage their SVP/Exec’s diary by understanding high and low priorities.

Maintain diaries to ensure the most effective use of their SVP/Exec’s time including the ‘building in’ of travel and desk time.

Arrange and facilitate internal and external meetings and external events/conferences. This will include agenda management, room bookings, preparing papers for attendees, taking minutes, undertaking agreed actions and arranging hospitality where needed.

Produce reports, documents, and presentations (e.g. monthly reporting and PowerPoint, etc.) for internal and external meetings where appropriate. This will include the collation and analysis of data where relevant

Proactively screen, evaluate, and prioritise incoming phone calls and handle these diplomatically and professionally.

Manage all travel arrangements on behalf of their SVP/Exec including the preparation of itineraries and collection of tickets when necessary and where relevant.

Approve the travel arrangements of their SVP/Exec and query any arrangements that appear to be outside the current Atos Travel Policy.

Create an effective filing system so as to ensure confidential storage and efficient access.

Process expenses on behalf of their SVP/Exec and approve expenses of their teams.

Approve shopping carts and invoice payments under direction from their SVP/Exec, ensuring process is adhered to.

Manage HR administration on behalf of their SVP/Exec including processing holiday requests and supporting the induction of new recruits.

Proof or ‘red pen’ documents to ensure quality control.

Required Skills and Experience

Strong experience of working in a blue-chip, complex organisation as an Executive PA, preferably at board level.

Experience of working in an information-sensitive environment.

A proven track record of operating effectively within a team of Executive PA’s or a similar group of professionals.

Experience of following and adapting administrative processes.

Demonstrable experience of acquiring expertise of a business function to facilitate the taking of low level business decisions on behalf of executives (eg meeting priorities and advising who to see).

Experience in working in fast paced environments that require high attention to detail and accuracy as well as a proactive approach.

Desirable Criteria

Excellent organisation, planning and prioritisation skills.

Excellent relationship-building skills with a track record of having built internal and external networks to facilitate positive outcomes for all parties involved.

Strong time management skills.

A solution-focused approach to problem solving.

A high level of expertise and proficiency in MS office, social media platforms and the ability to effectively use on-line HR, accounting and travel systems.

Effective and assertive communication skills and a high level of active listening skills.

High attention to detail and accuracy.

Outstanding internal and external customer service skills and the ability to link potential tasks back to the impact these might make on the Atos Executive Team.

Strong multi-tasking skills and an outstanding colleague.

Strongly goal-orientated, outspoken and resilient with a ‘can do’ approach to tasks and interactions.

Diplomatic, tactful, and approachable.

Consistently professional in both manner and appearance.

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