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Administrative Support Specialist
2 months ago
We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Morgan Hunt UK Ltd. As an Administrative Support Specialist, you will provide administrative support to key functions located at our Headquarters in Edinburgh.
Key Responsibilities- Provide generalist administrative support to key functions, including managing calendars, travel, and office supplies.
- Support the European Leadership Team (ELT) by providing administrative support, including setting up meetings, preparing presentations, and managing diaries.
- Manage diary and travel requirements for European Function heads (6 Directors).
- Support the Executive PA as and when required.
- Provide reception cover during lunch breaks and holidays, carrying out reception duties as needed.
- Raise Purchase Orders for ELT and their teams, and raise BACS requests.
- Update TMS and Holiday spreadsheets.
- Manage meeting rooms and diaries, setting up meeting room refreshments and organizing lunches for ELT.
- Facilitate visitors, VIPs, and seating arrangements during busy times.
- Travel management for ELT Directors and their teams, booking via one-line portal and our travel management company.
- Assist other teams with administrative support as needed.
- Assist with the Charity Committee.
- Minute taker at ECC Committee.
- First Aid & Mental Health First Aider (training will be provided for these).
- Organizational & Time Management: Efficiently managing multiple tasks, prioritizing work, and meeting deadlines.
- Communication: Strong verbal and written skills for clear interaction with colleagues and visitors.
- Technical Proficiency: Familiarity with Microsoft Office software and Outlook.
- Problem-Solving: Quick identification of issues and practical solutions.
- Attention to Detail: Ensuring accuracy in all tasks and documentation.
- Interpersonal Skills: Building positive relationships and handling difficult situations diplomatically.
- Confidentiality: Managing sensitive information with discretion.
- Adaptability: Adjusting to changes in workload and staying calm under pressure.
- Professional approach: Handling relationships with internal and external stakeholders.
- Administrative Background: Experience in a similar role, managing calendars, travel, and office supplies.
- Record Keeping: Experience of keeping accurate records.
- Event Planning: Organizing meetings, events, or conferences (desirable).
