Executive Office Administrative Assistant

2 weeks ago

Bedford, Bedford, United Kingdom Werfen Full time
Job Summary

The Executive Office Administrative Assistant provides high-level administrative support to the COO and other department executives, including the VP of HR, VP of Finance, and VP of General Counsel/Legal. This role requires discretion, confidentiality, and the ability to multitask and work independently.

Key Responsibilities
  • Provides administrative support to COO, VPs of HR, Finance, and Legal
  • Provides high-level administrative assistance, including writing and editing emails, drafting memos, and preparing communications on executive's behalf
  • Maintains comprehensive and accurate corporate records, documents, and reports
  • Answers telephone and gives information to callers or routes call to appropriate official
  • Manages calendars, including making appointments and prioritizing sensitive matters
  • Coordinates complex domestic and international travel arrangements
  • Submits expenses via Concur
  • Prepares outgoing mail and FedEx packages
  • Manages legal document requests from affiliates, records, tracks, notarizes, certifies Letters of Authorization, Powers of Attorney, Exclusivity Letters, etc.
  • Notarizes documents as needed
  • Creates purchase orders and processes invoices through SAP
  • Assists and/or oversees assigned HR initiatives, including organizing company events, managing matching gifts, charitable donations, scholarship awards, and similar activities
  • Assists with other special projects as needed
Qualifications
  • 10+ years of related experience in a corporate environment
  • Accustomed to dealing with executive-level staff, exercising discretion and confidentiality at all times
  • Ability to multitask, work independently, and autonomously manage tasks of varying degrees of complexity
Skills and Capabilities
  • Strong written and verbal communication skills
  • Strong computer skills, including high proficiency with Microsoft Office, including Word, PowerPoint, and Microsoft Teams
  • Strong project management skills with excellent attention to detail
  • Strong administrative skills
  • Approachability and ability to interact with all levels of employees
Travel Requirements
  • Minimal to no travel required, but may be required to occasionally attend and handle coordination of offsite company events

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