Senior Administrator/pa

15 hours ago


Paddington, United Kingdom Nicholas Howard Full time

The Senior Administrative Assistant provides experienced office/business support to the VP, HRBP International and will be an integral part of the HRBP international team.

**Please note this role is office based 5 days per week in Paddington

**Key Duties and Responsibilities**:

- Provides a wide range of administrative activity and support
- Handles details of a highly confidential and critical nature related to the function/department
- Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive
- Managing meeting schedule as well as logistics including securing conference rooms, catering, booking flights/hotels, completing expense reports etc
- Assists with visitor registration, including pre-registering, escorting and sending FedEx packages
- Coordinates Team events for the international HR team (example quarterly townhalls, social activities etc)
- Manages the HRBP International Team site by keeping folder and documents up to date as well communicating key action items
- Managing the HR distribution list and ensuring its kept up to date with starters and leavers
- Coordinates and helps consolidate meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads
- PO management, contracts, invoice support, GST spend & reporting, p-cards, car fleet mgmt., vendor due diligence (Int’l), vendor set up & communication
- Assists with the onboarding &offboarding of new personnel into the department
- Assist with adhoc project work

**Key Duties and Responsibilities**:

- Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and "day-of" logístical and administrative support
- Serves as a departmental resource for internal
- Coordinates activities between departments and/or outside parties
- Exchanges and integrates information from stakeholders into departmental reports
- Books flights/hotels, completes expense reports, and arranges team lunches/dinners and offsite meetings for assigned personnel
- Coordinates and helps prepare meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute
- or note-taking and assembling/editing PowerPoint presentations
- Processes group purchase orders, invoices, and contracts
- Assists with visitor registration, including pre-registering and escorting visitors
- Assists with the onboarding of new personnel into the department

**Knowledge and Skills**:

- Established knowledge of Microsoft Office products
- Developed time management skills and organizational skills to prioritize work and/or multi-task
- Keen attention to detail
- Discretion to handle sensitive and confidential correspondence



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