Executive Assistant

1 week ago

London, United Kingdom Bracknell Personnel Services Full time

We are looking for an experienced Executive Assistant to support the Vice President based in their London Office.

Key responsibilities include (but not limited to)
- Provide executive level administrative services to Country Executive, and overall management of London office within a confidential and restricted context.
- Assist VP/CSO in the coordination and development of Marketing and Communications initiatives working closely with UK Marketing and Communications Forum.
- Maintain and prioritise County Executives calendar; scheduling appointments, meetings and travel bookings
- Maintain office/ filing systems and procedures, archiving and retrieving correspondence.
- Organise receipts and compile travel claims, track payment action, verify against corporate credit cards bills
- Draft letters, memoranda and other correspondence on behalf of the Country Executive
- Register and co-ordinate details for individual attendance at conferences, seminars, association events, trade shows, as required
- Support Tradeshow Coordinator on Corporate sponsored, UK events
- Set up business luncheons and other hosted events
- Make travel arrangement bookings through BDS Travel and follow up to ensure completion, amendments, proper billing, etc.
- Organise internal and external meetings: prepare agendas and other material and distribute as required
- Complete accurate meeting minutes, draft Records of Discussion and distribute
- Maintain and manage Sharepoints/distribution lists for Cross-Segment Steering Committee, Working Groups
- Gather material and prepare and amend MS PowerPoint slides for presentation packages
- Manage/coordinate the execution of NDAs for Company
- Manage/report Lobbyist activity, ensure our Lobbyist Registration is up to date
- Design, implement and manage spreadsheets for strategic planning, sponsorship coordination and budgets
- Provide administrative support to the Advisory Board including scheduling, meeting planning & preparation, assembling and printing of documents, Records of Discussion
- Track action items for Advisory Board, Cross-Segment Steering Committee

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