Senior Administrator/pa

2 days ago

Paddington, United Kingdom Nicholas Howard Full time

The Senior Administrative Assistant provides experienced office/business support to the VP, HRBP International and will be an integral part of the HRBP international team. **Please note this role is office based 5 days per week in Paddington **Key Duties and Responsibilities**: - Provides a wide range of administrative activity and support - Handles details of a highly confidential and critical nature related to the function/department - Interacts regularly with senior leaders inside and outside the Company in coordinating the affairs of the executive - Managing meeting schedule as well as logistics including securing conference rooms, catering, booking flights/hotels, completing expense reports etc - Assists with visitor registration, including pre-registering, escorting and sending FedEx packages - Coordinates Team events for the international HR team (example quarterly townhalls, social activities etc) - Manages the HRBP International Team site by keeping folder and documents up to date as well communicating key action items - Managing the HR distribution list and ensuring its kept up to date with starters and leavers - Coordinates and helps consolidate meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads - PO management, contracts, invoice support, GST spend & reporting, p-cards, car fleet mgmt., vendor due diligence (Int’l), vendor set up & communication - Assists with the onboarding &offboarding of new personnel into the department - Assist with adhoc project work **Key Duties and Responsibilities**: - Manages calendars for assigned personnel, including meeting scheduling (both internal and off-site meetings), accepting/declining invites, meeting prioritization, securing conference rooms, ordering catering and "day-of" logístical and administrative support - Serves as a departmental resource for internal - Coordinates activities between departments and/or outside parties - Exchanges and integrates information from stakeholders into departmental reports - Books flights/hotels, completes expense reports, and arranges team lunches/dinners and offsite meetings for assigned personnel - Coordinates and helps prepare meeting materials, including meeting agenda preparation/distribution, collecting/printing meeting pre-reads, minute - or note-taking and assembling/editing PowerPoint presentations - Processes group purchase orders, invoices, and contracts - Assists with visitor registration, including pre-registering and escorting visitors - Assists with the onboarding of new personnel into the department **Knowledge and Skills**: - Established knowledge of Microsoft Office products - Developed time management skills and organizational skills to prioritize work and/or multi-task - Keen attention to detail - Discretion to handle sensitive and confidential correspondence

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