Executive Assistant

**Personal Assistant**

**Location: London or remote home working. Flexible working options available.**

You will be responsible for the provision of professional administration services to the Head of Digitalisation and Innovation, and the Strategic Programmes Manager, within the UK Rail Engineering management team.

**What are my responsibilities?**
- Manage diary of both managers in a pro-active and efficient manner making independent decisions.
- Responsible for setting up meetings and schedules and cascading information.
- Assemble, collate, and submit expenses reports for both managers.
- Responsible for timesheet input, management and approvals.
- Travel analysis, coordination and booking through the online Concur system.
- Research, contribute and prepare data/information for a variety of internal and external meetings and presentations.
- Prepare, compile and contribute to reports and presentations.
- Maintain excellent relationships with client representatives, suppliers, and other external parties. Organise and schedule regular meetings with senior clients, as and when required.
- Manage and coordinate events, workshops, meetings, and any other ‘community of practice’ type events. Organise venue, facilities, and agenda through liaising with internal and external facilitators.
- Professionally expedite delegated actions to the Digitalisation and Innovation, and Strategic Programmes teams when appropriate. Review and approval of team requests.
- Support to on-going team activities including critical programmes, including but not limited to collation of reports from various functions as required, and formulating outstanding actions.
- Pro-actively develop and maintain SharePoint pages and sites on the Company Intranet.
- Ensure high quality and timely submission of contributions for the monthly team brief communication pack.
- Monitor department budgets and action deviations.
- Help create and maintain an induction pack for the functions.
- Organise periodic functional events such as the team meetings, customer presentations and events.
- Raise IT orders and issues, PPE, stationery orders and office supplies as required.
- Establish good working relationships with key PA support in the internal and external communities.
- If office based, welcome and direct visitors promoting a professional and friendly attitude at all times. Provide refreshments for visitors and meetings. Office duties including security passes, telephone lists, faxes, photocopying.

**What do I need to qualify for this job?**
- Excellent organisational skills (essential)
- Proven administrative experience (essential)
- Computer literate with knowledge of Microsoft packages i.e., Word, PowerPoint, TEAMS, etc. (essential)
- True team player who is able to foster and maintain positive working relationships (essential)
- Strong communicator who is confident engaging at all levels (essential)
- Pro-active and able to work under pressure / prioritise with mínimal supervision (essential)
- Drives for results, attentive to detail and focused on delivering quality output (essential)
- Organisational awareness (essential)
- High integrity (essential)

**Job Types**: Full-time, Temporary contract
Contract length: 12 months

**Salary**: £29,000.00-£30,000.00 per year

**Benefits**:

- Work from home

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Euston, Greater London: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Reference ID: RS/ RFB/PA/SIE