Executive Assistant

6 days ago

StainesuponThames, Surrey, United Kingdom ADP Full time

We are recruiting for a Executive Assistant

Location: Our Staines office

The Executive Assistant provides high-level administrative support to a group of senior leaders within the organization. This role requires exceptional organizational skills, discretion and the ability to manage multiple priorities in a fast-paced environment. The role of the Executive Assistant is to plan, organize, coordinate, and control the diaries/agendas of the senior leadership team as well as plan internal/external events, and meetings. The role involves frequent interaction at all levels of the organization and will actively contribute to ADP's continuous success, by using excellent organizational and interpersonal skills. 

Main Responsibilities of the role:

  • Manage busy diaries, coordinating meetings and visits in person and online. Keeping ahead of potential scheduling conflicts; using initiative to find solutions and communicate changes in a timely manner. 
  • Extensive international travel booking - Flights, hotels, transportation, visas, itineraries.
  • Arranging visits for VIPs to many of our international offices
  • Organize conferences including guest speakers and being the key contact for suppliers.
  • Coordinate team meetings including Senior Leadership team building activities.
  • Event planning and organizing team huddles, using technology to link to offsite locations.
  • Working with globally based teams across multiple time zones
  • Being the gatekeeper and main point of contact for the Executive team.
  • Process expenses, raise PO's, chase invoices, resolve company credit card issues.
  • Ad-hoc support where needed -- including travel visas, staff gifts, research, fine tune presentations, book couriers, last-minute changes to travel, designing invites to events
  • Solve simple IT / Facilities problems and contact the IT / facilities department when necessary.
  • Handling confidential information with integrity.
  • Prepare meeting agendas, perform research for meetings, and occasionally take minutes during meetings.
  • Liaise with clients and business guests, maintaining professionalism and strict confidentiality with all materials, and exercise discretion.

 Requirements of the role:

  • Minimum of 3 years' experience as an EA
  • Strong problem-solving and decision-making skills
  • Excellent computer skills, including Windows and MS Office programs (MS Word, Excel, Outlook and PowerPoint are essential)
  • Strong time management skills, attention to detail, and the ability to organize and coordinate.
  • Professional, Independent, with initiative, assertive, and collaborative (team-oriented)
  • Excellent written and verbal communication skills
  • Tech savvy 
  • Flexible
  • Discretion
  • Fluent in written and spoken English

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