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Executive Assistant

7 months ago

Romford, United Kingdom HCLTech Full time

Job title : Executive Assistant

Location : Romford/London

Business Centre & operating unit : HCL Technologies - Insurance Division

**Main purpose of the job**

Provide a professional and efficient PA service to the Chief Operating Officer

**Objectives and expectation of an EA role**:
**Key tasks & responsibilities**

1. Act as ‘first point of contact’ for the COO. Acting as the point of contact among executives, employees, clients and other external partners

2. Client Relationships: Effectively liaises with internal and external clients and their PAs in an appropriate manner on behalf of the COO's office

4. Meeting management: Arranges internal and external meetings in an efficient manner - involving the organisation of venues, attendees, travel arrangements, hotel, conference venues, corporate functions, agenda, takes and produces minutes of meeting - so that meetings run smoothly and information is communicated timely. Co-ordination, typing and circulation of draft standard reports, agendas and minutes. Meets and greets visitors in a professional manner.

5. Diary management: Performs extensive diary management ensuring appointments are scheduled in a time-efficient manner and any supporting documentation required is available

6. Project and Bid Work - Support COO with project and bid related items as an when required e.g. collation of task tracker/managing prioritising deliveries for smaller bids.

7. Correspondence/Reports/Presentations/ Document Management: - Production of high quality reports, presentations and documents for internal and external use. Produces typed documents using word processing, spreadsheet and presentational software. Edits and composes documents on behalf of the Director to help leverage their time

8. Business Knowledge: Maintains a constant appreciation of Corporate information to assist with the prioritisation of duties and tasks. Familiarisation with company procedures and policies to ensure that COO and Group Leaders adhere to them.

9. Communication: Effectively liaises with senior managers in a professional and timely manner to gain information and/or management reports on a timely basis

10. Administration: Perform administrative tasks to contribute to the smooth-running of the COO's areas of responsibility. Maintain accurate filing systems, contact lists and other reference information.

11. Travel Coordinator - Arranging domestic and international travel, organising itinerary including meetings and logistics.

12. Admin team
- assist internal PA’s and PA’s of Board of Directors in India. Provide cover when other PAs are absent from work.

Working conditions

(i.e. shift work, flexi time, overtime )

Core office hours with flexibility

Flexibility in travelling between offices (Romford, Gracechurch Street, Preston, Egham other HCL/Client offices in the UK )
- Experience of working as a PA/EA at Executive level.
- Excellent verbal and written skills
- Outstanding organisation and time management skills
- Discretion and confidentiality at all times
- Experience of producing high quality documentation.
- Advanced knowledge of Word, Excel, PowerPoint and MS Outlook.
- Good oral and written communication skills.
- A proactive approach to work.
- Outstanding planning and organising skills.
- Ability to be calm under pressure.
- Assertive and strong
- A team player.

Experience
- Minimum of 5 years

Personal Qualities
- Demonstrates ability to use own initiative.
- Excellent interpersonal and persuasion skills.
- Sound problem solving and decision-making skills.

HCL_BSERV

**Job Types**: Full-time, Permanent

**Salary**: £43,000.00-£45,000.00 per year

**Benefits**:

- Additional leave
- Bereavement leave
- Casual dress
- Company events
- Company pension
- Cycle to work scheme
- Discounted or free food
- Employee discount
- Flexitime
- Free parking
- Health & wellbeing programme
- Life insurance
- On-site parking
- Private dental insurance
- Private medical insurance
- Referral programme
- Sick pay
- Work from home

Schedule:

- Flexitime

Work Location: On the road