Executive Assistant

7 months ago

Westminster, United Kingdom Rheinmetall Defence UK Full time

**Position Title - **Executive Assistant

**Reporting Line - **Vehicle Systems International (VSI) Division Senior Leadership Team

**Number of Direct Reports - **Nil

**Location - **Westminster, London

**Division / Department - **VSI / Management Support

**Organisational Background**

As an integrated technology group with more than 25,000 employees worldwide, the listed Rheinmetall AG stands for a strong, internationally successful company that operates in various markets with an innovative range of products and services. As a renowned development partner and direct supplier to the global automotive industry and a leading international systems provider for security technology, Rheinmetall draws on its high level of expertise in its basic technologies to address long-term megatrends, identify viable new markets with high growth potential and develop innovative solutions for a safe and liveable future. The focus on sustainability is an integral part of Rheinmetall's strategy. The company aims to achieve CO2 neutrality by 2035.

**Position Background**

The role of the Executive Assistant (EA) is to provide high level administrative support predominantly to the Company Executives, but to also some members of the Senior Leadership Team. This role involves managing administrative tasks, facilitating communication, meeting preparation, travel and diary management to ensure smooth operations of the Executive’s office.

The role will also include office management responsibilities of our London office.

**Position Responsibilities**:

- Acting as a point of contact for the Executive, dealing with correspondence and phone calls
- Managing diaries and organising meetings for the Managing Director and members of the Senior Management Team (SMT)
- Co-ordinating activities throughout the company to ensure efficiency and maintain compliance with company policy
- Support to organise events and conferences (including but not limited to orgainising travel, hotels, car rentals, public transport, dining arrangements)
- Being responsible for organising of both incoming and outgoing post and deliveries
- Managing travel arrangements
- Collating and filing of expenses for the Managing Director and members of the SMT
- Preparing documents, including data slides and correspondence when required
- To support the Business Support function
- Managing relevant databases and filing systems
- Typing, compiling and preparing reports, presentations and correspondence
- Track and replace office supplies as necessary

**Key Competencies**:

- Organisational skills and attention-to-detail
- Confident and professional when dealing with the resolution of supplier issues
- Skilled using MS Excel, ERM systems such as SAP
- Excellent interpersonal and customer service skills, articulate telephone manner and excellent written English skills
- Communication: Display the ability to communicate effectively in a variety of settings and can assimilate complex instructions easily. Ability to communicate with all levels of management and staff to establish productive relationships; superior consultation, diplomacy, influencing and negotiating skills; ability to explain complex concepts in layman's language.
- Teamwork: Promote collaboration and facilitates teamwork across the organisation and its external service providers; is tactful, diplomatic and works with integrity, honesty and respect for others.
- Client Orientation: Display exceptional listening and analytical skills to understand clients' needs and concerns and the ability to respond promptly and effectively to these needs.
- Drive for Results: Demonstrate a high level of self-motivation and standards with the ability to multi-task; balancing "analysis" with "doing";
- Organisation and Planning: Demonstrate proven ability and knowledge to set and achieve your own goals and prioritise work to meet deadlines.

**Experience & Educational Requirements**:
3+ years of professional experience in a similar or supporting role

Ability to Multi-task

Discreet and maintain confidentiality at all times

Experienced in a broad range of office procedures and processes

Experience of working in a global company with multiple sites is desirable

IT literate particularly around MS Outlook, Word, Excel and PowerPoint, and capability with other technology platforms

Ability to work to tight timelines and able to produce high quality work whilst under pressure

Strong organisation skills with the ability to prioritise and manage several different work streams at once without close supervision

Proactive in approach, thinks ahead and anticipates and deals with issues without being prompted

Numerate with a strong attention to detail, sets high standards for own work

Good communication skills including written and verbal

A friendly, personable and confident individual

**Key Relationships**:
**Internal**
- Executive Team
- Senior Leadership Team

**External**
- MoD key contacts

**Experience**:

- executive

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