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Executive Assistant Human Resources

4 months ago

London, UK, United Kingdom Owen Reed Full time

Job Opportunity: Executive Assistant

We are seeking an Executive Assistant on a six-month fixed-term contract for our Human Resources department. This role will report directly to the Head of Human Resources. The position operates from 9:30 AM to 5:30 PM, though flexibility in hours is required. This position is ideal for someone who is highly organized, proactive, and capable of handling a diverse range of administrative tasks in a dynamic environment.

Job Summary:

This role is for a proactive and highly competent Executive Assistant who can operate successfully in a pressurised and fast-paced HR environment, to provide focused executive and administrative support to the Head of HR and wider team. The individual will need to be able to adapt to different working styles and be flexible and proactive.

Main Duties and Responsibilities:

  • Successfully scan and save personnel hard copy files for 277 employees into Netdocs in line with naming conventions.
  • Oversee the destruction of personnel files.
  • Manage the migration of emails in Microsoft Outlook to Netdocs.
  • Take full ownership of diaries, proactively managing all appointments, meetings, and related logistics, working with the Head of HR and HR Business Partners.
  • Manage the Head of HR inbox, responding to emails on their behalf, drafting emails appropriately, and forwarding any critical emails to others in the HR team for actioning.
  • Plan and organise HR events and workshops.
  • Assist with the coordination and execution of HR projects and initiatives.
  • Note-taking at the weekly team meeting, distributing notes to the team, following up on designated actions to ensure completion ahead of the next meeting, and saving minutes in the Netdocs area.
  • Handle all HR expenses.
  • Perform any other duties reasonably requested by the Head of HR or HR Business Partners.

Personal Attributes and Skills:

  • Confident and professional manner with the ability to build strong relationships with partners and employees.
  • Ability to maintain confidentiality at all times.
  • Thorough understanding of working in a professional, service-driven environment.
  • Excellent communication skills and ability to interact at all levels.
  • Strong organisational, prioritising, and deadline management skills.
  • Excellent attention to detail.
  • Ability to remain proactive and flexible at all times.
  • Anticipate and identify potential problems and provide innovative solutions.
  • Be proactive and have the ability to anticipate and plan ahead.
  • Enthusiastic and resilient to cope with a challenging and busy role.
  • Diplomatic, with good judgement.
  • Flexible with a positive and committed attitude.
  • Motivated and proactive with a 'can-do' approach.
  • Calm and efficient under pressure.
  • Advanced Microsoft Office skills.
  • Previous Netdocs experience.