Personal & Administrative Support Assistant

3 weeks ago

London, United Kingdom ED&F MAN CORPORATE Full time

Position Type**:12 months Fixed Term Contract**

Role Overview

We have an exciting opportunity for someone to join us as a **Personal & Administrative Support Assistant. **This is a crucial role that provides comprehensive support to the London Corporate management team and ensures the smooth operation of daily business activities. This role requires a high level of organisational skills, attention to detail, and the ability to handle a wide range of tasks with discretion and professionalism. The role reports to the Senior Executive Assistant.

Location

Hybrid: 2 days per week in our London Bridge Office, liaising with Senior EA on weekly coverage of Executives.

Business Overview

Established in 1783, ED&F Man is an employee-owned agricultural commodities merchant with 2,800+ people in 110 global locations and annual revenue in excess of $8bn. ED&F Man Commodities trades sugar, coffee, molasses, animal feed and pulses. Corporate responsibility is ingrained in our culture. We are passionate about sustainable production, take care to limit the environmental impact of our operations and actively support the communities in which we work.

Key Accountabilities:

- **Calendar** **Management**: Maintain and organise meetings, appointments, and travel arrangements while prioritising conflicting demands.
- **Document Management**: Prepare, edit, and format documents, reports, presentations, and other materials. Manage filing systems, both electronic and physical, ensuring documents are organised and easily accessible.
- **Travel Coordination**: Arrange and coordinate travel arrangements including flights, accommodations, transportation, and itineraries. Anticipate potential issues and proactively address them.
- **Meeting Support**: Organise and facilitate meetings, including scheduling, preparing agendas, taking minutes, and distributing relevant materials. Ensure smooth communication and follow-up on action items.
- **Administrative Support**: Perform general administrative tasks such as archiving, couriers, and scanning. Manage office supplies. Support new joiner activities.
- **Event Coordination**: Assist in planning and organising company events, conferences, and workshops. Coordinate logistics, invitations, and materials.
- **Expense Management**: Support expense processes, ensuring compliance with company policies. Prepare expense reports for the approval.
- **Project Support**: Assist in various projects, research tasks, and initiatives as directed by the senior executive assistant. Collaborate with other team members to achieve project goals.
- **Time Management**: Efficiently prioritise and manage tasks to meet deadlines and ensure optimal use of the management’s time.
- **Confidentiality**: Maintain strict confidentiality of sensitive information and handle confidential matters with professionalism and discretion.

**Qualifications and **Skills:

- Minimum education: A level or equivalent professional experience
- Proven experience as a personal assistant or administrative assistant.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Excellent organisational and multitasking skills.
- Knowledge of travel & expenses systems, e.g. Concur, etc.
- Strong written and verbal communication skills.
- Attention to detail and a high level of accuracy.
- Discretion and ability to handle sensitive information.
- Ability to work independently and as part of a team.
- Strong problem-solving and decision-making abilities.
- Professional demeanour and excellent interpersonal skills.
- Flexibility to adapt to changing priorities and tasks.

**Our Offer**

We provide a fast-paced, stimulating and truly global environment, which will stretch your abilities and channel your talents. We also offer competitive salary and benefits combined with outstanding career development opportunities in one of the global leaders in soft commodity trading.

**Our Values**

**Respect, Integrity, Meritocracy, Client Focus, Entrepreneurship**

Our values define who we are. They are the fundamental beliefs that determine our actions and guide our behaviour. They influence the way we communicate and collaborate, and define the way we engage with our clients, partners, and communities. Our values are underpinned by a set of essential behaviours, which form part of our performance management approach. Delivering on our objectives is very much about ‘what’ we do, but these essential behaviours also provide a guide and measure for ‘how’ we do things. Our performance essentials are Take Initiative, Self‐Management, Deliver Results and Collaboration.

**Our Commitment**

We are committed to creating and sustaining an inclusive and diverse work environment where all employees are treated with dignity and respect. We are committed to promoting equal opportunities in employment and are focussed on actively building and developing diverse teams. All qualified applicants will receive eq

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