Team Assistant

4 weeks ago

London, United Kingdom Collinson Full time

The role/Purpose_
- To provide comprehensive and efficient administrative and organisational assistance to the President EMEA and to provide administrative support to his direct reports and senior leadership team_
- Key responsibilities:_
- Full diary organisation and management for the President EMEA, ensuring they have time to prep for meetings, attend meetings on time with the appropriate presentations and always fully briefed. Ensuring their time is effectively managed by understanding daily and weekly priorities
- Minute and note taking with follow up of agenda items and actions, if necessary
- Coordinate and organise both internal and external meetings, including booking all required facilities, ensuring meeting rooms and refreshments are booked and Reception are notified of visitors
- Sourcing off-site venues, arranging logistics for conferences/events and dealing with related budgets, expenses and invoices
- With offices in London, Dubai and Aix-en-Provence, managing multiple electronic diaries and forward planning; arranging international meetings on multiple time zones is essential
- Extensive international travel including booking transport, accommodation, transfers, preparing accurate travel itineraries & checking any visa requirements
- Organise and draw up expenses for timely submission, keeping accurate records
- The senior leadership team, including direct reports, require broader support including arranging meetings, preparation and amending of presentation material, booking travel and submitting expenses
- Book in team meetings and assist in team communications and arrangements
- General administrative duties
- Skills & Experience:_
- Excellent attention to detail & communications skills
- Efficient and organised
- Excellent interpersonal skills & forward thinker
- Ability to multi-task and manage multiple stakeholders, and to integrate with teams
- Ability to maintain confidentiality at all times
- Team player
- Previous work experience of excellent diary and time management is essential
- Experience of working in a fast-paced and changing environment
- Experience of managing conflicting priorities
- Knowledge of MS Office including PowerPoint presentations, Excel spreadsheets, Word and Outlook
- IT savvy with experience of using different software packages for raising PO’s, completing expenses etc
- Experience of arranging & booking extensive travel itineraries
- Experience of organising corporate events
- Person Specification:_

This position requires a high level of flexibility, a “can do” positive attitude as well as being able to demonstrate strong organisational and coordinating skills. Confident, able to hold the attention and respect of directors and senior management with the ability to interact and communicate across all levels, but also understanding the importance of confidentiality.

Responsible for taking ownership of busy and ever-evolving diaries, being proactive at all times to pre-empt any issues and ensure that time is managed effectively. You will require a calm demeanour and gravitas to negotiate last minute changes.

The EMEA team are sociable and collaborative, so you should enjoy working in a team environment.

You should be ambitious, intelligent and highly motivated looking for your next career role.

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