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Executive Assistant
3 months ago
**Job Title: Executive Assistant**
**Location: Gaydon**
**Rate**:£34.35 ph via an Umbrella Company (Inside IR35) or** £26.08 ph PAYE**
**Employment Type: Contract (12 months)**
**Hours: Standard 40 Hours Per Week**
**Reference: J38974**
- The individual will be an active member of the team and deliver timely and efficient maintenance of a range of administrative duties, depending on the current need of the area. They will need to be proactive in their delivery and adaptable in their working style to a variety of daily challenges.**Key Performance Indicators**:
- As agreed with Implementation Director and Programme Leadership.
**Personal Profile**
**Essential**:
- A good team player who is able to work to predefined procedures.
- An individual with the ability to prioritise their work load.
- An individual with the ability to make timely decisions in-line with agreed procedures and escalate as appropriate.
- An individual with a customer focused approach.
- An individual who is proactive.
- An individual with excellent people and organisational skills.
**Desirable**:
- Resilient and enthusiastic
- An individual able to deliver results under pressure.
**Key Accountabilities and Responsibilities**:
- Provide administrative support to Director including diary management, document approvals, meeting organisation and travel organisation where applicable.
- Maintaining senior leadership to do list, holiday charts etc.
- Booking venues, catering and general events logistics.
- Provide administrative support on the maintenance of documentation to enable effective delivery of team objectives.
- Ordering and maintaining stationery and equipment supplies.
- Acting as a point of contact for the team and wider business on general queries.
- Liaising with colleagues and external contacts to book travel and accommodation.
- Organising and storing paperwork, documents and computer-based information.
- Attending meetings, taking minutes and circulating notes where required.
- Maintain the gifts and entertainment register on behalf of the team.
- Maintain holiday trackers for effective team management.
- Purchase Order management (raising programme shopping carts, processing goods receipts, invoice approvals).
- Manage Programme System Access requests (JIRA, Confluence, Sharepoint).
- Maintaining and co-ordinating Programme IT equipment (eg. pool laptops).
- Helping the team to book meeting rooms and supporting with gaining access to book rooms.
- Monitoring the group mailbox.
- Onboarding activities for permanent staff such as inviting to onboarding events.
- Onboarding activities for contractors such as CDSID creation, VPN, Laptop orders.
- Adhoc printing as requested to support with visual management and raising requests with the print room for special requests.
- Supporting in event organisation (external and internal) liaising with venues, obtaining quotes, managing invites.
- Programme mailbox co-ordination ensuring all programme meetings have room bookings.
- Managing office IT requests e.g. printer / tech / room issues.
- Undertake any other work as directed by their line manager in connection with their job as may be requested.
**Key Interactions**:
- All other areas of internal business.
- External Stakeholders.
- External Suppliers.
**Knowledge, Skills and Experience**:
**Essential**:
- Previous experience working in an administration role.
- Proficient analytical and problem-solving skills.
- Proven ability to work in a fast-paced, changing organisation.
- Detail orientated with good organisational and time management skills.
- Above average written and verbal communication skills.
- Excellent IT skills and particularly with Microsoft Office.
- Confidentiality when dealing with sensitive information.
**Desirable**:
- Experience supporting a team with a broad portfolio of responsibilities.
- Proven track record of demonstrating logic and analytical thinking.
- Comfortable with data management or data manipulations.
- Existing knowledge of working with finance processes, venue booking and system usage.
- Extensive data management skills.
**Additional Information**:
**This role is INSIDE IR35**
- Do not miss out on your chance of interview
- **APPLY NOW
