Executive Assistant

3 weeks ago

London, United Kingdom Adecco Full time

Executive Assistant

Permanent

£40-55k

Role Purpose

The Executive Assistant has overall responsibility for providing research and personal assistance, together with confidential secretarial services to the Executive Director. The Executive Assistant should work closely with the Director and Office Co-Ordinatorto ensure the office is operating efficiently and effectively.

Key Accountabilities
- General Administration_
- Strategically manage calendar of appointments and travel to effectively allocate the Executive Director's time
- Arrange appointments, make travel arrangements and ensure all associated documentation is available as required
- Maintain effective time management and organisation of the work conducted by the Executive Director
- Coordinate internal requests for time and information, and manage interrupting influences
- Liaison with the Institute's travel agency and booking flights, accommodation and airport transfers
- Coordination of overseas travel visas
- Maintain and update the Executive Director's curriculum vitae, list of publications and other academic contributions
- Conduct background research using various medical databases and the web
- Assist in proof reading of documentation
- Prepare PowerPoint presentations as required
- Process correspondence addressed to the Executive Director
- Draft and prepare correspondence and reports for approval by the Executive Director
- Compile agendas and minutes for meetings; ensure that the attendees have all other associated documentations
- Undertake designated administrative duties, including financial payments, process purchase orders, invoices, credit card reconciliations and expense reimbursements
- Attend to matters requiring attention, or refer them to the appropriate authority within the Institute in the absence of the Executive Director
- Coordinate signatures for contracts and agreements requiring the Executive Director and/or other signatures
- Meet and greet visitors to the Executive Director's office
- Organise room bookings for meetings when required
- Work closely with other administration staff as required ensuring teamwork across the office
- Liaise with senior staff and external clients
- As a Team Member_
- Maintain confidentiality and ethical work practices at all times
- Participate in team meetings and activities
- Participate in objective setting, performance and development planning
- Participate in special projects to continuously improve processes, tools, systems and organisation
- Comply with H&S legislation and operate in accordance with established H&S practice and procedures
- As a member of the Administration team, contribute to continuous improvements across the Institute
- Promote and contribute to a safe environment for staff and visitors
- Take responsibility for personal learning and development and for setting achievable and meaningful work objectives and managing personal targets, meeting obligations of The Institute's Performance and Development Policy
- Demonstrate commitment to The Institute's organisational values, including performing to an exceptionally high ethical standard and focusing on integrity, collaboration and teamwork in all efforts.

Skills, Qualifications and Capabilities
- Several year's experience as an executive/personal assistant
- Experience in health/research/education sector an advantage
- Tertiary qualification in an appropriate discipline would be highly regarded
- Proficient in the use of Microsoft Office suite of products, including Word, Excel, PowerPoint and Outlook
- Strong general administration skills and experience
- Demonstrated ability to work with sensitive information and maintain confidentiality
- Ability to work effectively in a small team environment and maintain relationships with a wide range of stakeholders
- Ability to work effectively with staff at all levels of the organisation, including senior management
- Demonstrated ability to take initiative and ability to be flexible
- Ability to evaluate and recommend changes to existing processes and procedures for greater effect
- Methodical, excellent attention to detail
- Excellent time management and organisation skills
- Excellent written and verbal communication skills
- Excellent interpersonal skills
- Establishes rapport with others quickly

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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