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Senior Executive Administrator

2 months ago

London, United Kingdom Aerospace Technology Institute Full time

Position Overview

This position offers comprehensive support across several key areas of the organization:

  • Providing extensive diary management and administrative assistance to the Executive Management Team of the Aerospace Technology Institute.
  • Overseeing all operational aspects of the Institute's London Office.
  • Coordinating Board-related activities, serving as the primary liaison for ATI Board members.

Working within the Chief Relationships Officer's Department, the Executive Administrator manages all facets of the London office while delivering diary management and administrative support to the CEO and the Executive Management Team (EMT). This role also acts as the main point of contact for ATI Board members.

This is a full-time role based in the London office, with occasional travel required to other locations for events and meetings.

The Executive Administrator will need to demonstrate flexibility, providing coverage for the PA to the Technology Team and the Office Assistant during their absences.

Key Responsibilities

Administrative Support

  • Managing and organizing the diaries of the CEO and EMT (excluding the CTO).
  • Processing expenses for the CEO and EMT in line with the Institute's Travel & Expenses Policy.
  • Coordinating appointments with external stakeholders for the CEO, EMT, and Board as necessary.
  • Arranging travel, accommodation, and visa requirements for the EMT and Board.
  • Facilitating complex travel arrangements and accommodations for other staff members, subject to EMT approval.
  • Preparing documents, briefing papers, reports, and presentations as requested.
  • Ensuring timely upload of ATI Board papers to Sharepoint.
  • Acting as a central point of contact for Board-related inquiries.
  • Taking minutes during EMT meetings and managing the action tracker.

Facilities Management

  • Coordinating with cleaning staff to maintain high standards of cleanliness in the office.
  • Serving as the primary contact for facilities management and reception matters.
  • Collaborating with HR to address Health & Safety concerns promptly.

Reception Duties

  • Handling telephone calls professionally and directing them appropriately.
  • Welcoming visitors and ensuring they are attended to properly.
  • Managing incoming and outgoing mail and liaising with couriers as needed.
  • Preparing meeting rooms and hospitality arrangements for external meetings.

Office Management

  • Overseeing the supply management for the London office, including:
  • Coordinating weekly deliveries and managing refreshments.
  • Maintaining stationery supplies and acquiring office materials as necessary.
  • Ensuring the office environment is tidy and presentable at all times.

General Administration

  • Providing filing and administrative support for the CEO and EMT as required.
  • Liaising with stakeholders on general matters pertaining to the Institute.
  • Assisting with additional duties as requested by the EMT, including support for social activities.

Candidate Profile

The ideal candidate will possess exceptional attention to detail and accuracy, be capable of meeting deadlines, and respond to inquiries efficiently. They should be personable, positive, and an effective team player, willing to contribute to the growth and development of the Institute.

Strong prioritization skills and the ability to collaborate effectively with others are essential to meet the demands of the organization.

Excellent written and verbal communication skills are required, along with the ability to build relationships with colleagues, whether they are based remotely or in the office.

Proficiency in Microsoft Office is necessary, and prior experience in similar roles is preferred. Experience in a smaller organization is advantageous but not mandatory.