Management Assistant

3 weeks ago

Edinburgh, United Kingdom Kelly Services Full time

**Management Assistant**
**Edinburgh**
**12 months contract**
As a dynamic and motivated Management Assistant (MA), you will support two to three Director's.
You will organize and take responsibility for scheduling, prioritising effectively and proactively, coordinate processes and people, and ensure that our leaders have exactly what they need to optimally fulfil their role.
You'll make decisions and provide advice based on your familiarity with the business and what your Director's need. You'll book (and cancel) business trips, schedule (and reschedule) meetings, keep an eye on timing and costs, support wider teams where neededand effortlessly keep up with the Director's fast pace. You will also lead and work with other colleagues in projects and initiatives required by the business, typically around business improvement.
You'll be surrounded by teams comprised of truly smart, team-oriented people. MA's actively participate in office life, are flexible and willing to help fellow team members, and collaborate across functions
**Key Responsibilities / Duties:

- **
- Providing varied administrative support to help your Director's be as efficient & effective as possible
- Providing diary management, help Director prioritise, track actions and meet deadlines
- Rearrange schedules to accommodate last-minute changes and emergency cancellations
- Arrange and facilitate meetings, ensuring all parties can attend and that rooms are available
- Preparing presentations and materials for meetings with customers, partners and other internal and external stakeholders
- Prepare documents for external and internal communications
- Preparing internal and external reporting packs for our business, deals and projects
- Event planning and organisation with stakeholders
- Supporting teams with specific projects that are deemed priorities for the department when needed, helping to increase efficiency and drive productivity
- With the help of the Operations Assistant, coordinate hiring process for new hires from interview scheduling through to onboarding and training
- Document management and control
- Support Director with and work with other Management Assistants on raising and processing purchase orders, invoices and general financial management
- You have outstanding communication and teaming skills and are always competent and professional in dealing with clients and co-workers.
- You have an independent and structured working style
- You would describe yourself as a coordination and improvisation talent, and you have an integrative personality and good conflict resolution skills
- Strong motivation, flexibility, and commitment are as much a part of your character as absolute trustworthiness, discretion, and responsibility
- You are proficient in MS Office programs, especially Outlook and PowerPoint
- Excellent written and communication language skills

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**Qualifications and Experience:

- **
- Minimum two years of relevant experience as a team administrator or similar, with broad responsibility
- You have successfully completed training or have relevant work experience, ideally in the field of office management
- Experience of using SAP or similar financial systems and comfortable with purchase orders/invoices and financial processes would be advantageous but not essential
- Strong team-player, great communicator and able to work closely with people.
- Previous PA experience would be beneficial
- Excellent Microsoft Office skills including PowerPoint & Excel. Experience of Office365 a real bonus.

Does it sound like you?

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