Executive Assistant 9 views

Executive Assistant

Job Type : Permanent, Full Time

Salary : £44000 – £45000/annum

Role: Executive Assistant EA
Location: West London
Type: Permanent
Pay Rate: up to £45k
Purpose of the Executive Assistant EA position
The Executive Assistant EA will provide full secretarial, administration and business support to the Group Training Director, Group System Certification Director and the Group Training Leadership to ensure effective business operations and management of time within procedures and deadlines.
Supporting the wider Group Assurance Executive team as required as a member of the Business Support team.
Key Responsibilities & Accountabilities of the Executive Assistant EA
* Scheduling and organising internal and external meetings including venue, catering, accommodation, travel, conference calls including room booking & agenda
* Manage all diary commitments and calendar appointments on behalf of the Group Training Director and Group System Certification Director; schedule both internal and external meetings; conference calls
* Coordinate, plan and book all travel visas and accommodation requirements, within budget
* Provide continual awareness and reassessment of priorities and actions requiring follow-up, maintaining deadlines and to anticipate the requirements of forthcoming cyclical events
* Note taking at Group Training and System Certification team meetings and tracking action items
* Provide administrative support to the wider Group Assurance Leadership and Group Training team including those not based in Chiswick
* Undertake a range of administrative tasks such as submission of expenses, invoice management and other documents in accordance with the Group systems
* Liaise with internal colleagues based in offices in the UK and around the world
* Meet and greet visitors; plan and arrange lunches, dinners, external events as required
* Undertake specific project work as required to meet the changing needs of the business
* Ad hoc – ordering business cards, raising PO’s, invoices checking, arranging couriers, organizing relevant events and international meetings and others
* Show initiative, be proactive and stay ‘one step ahead’
The ideal Executive Assistant EA will have:
* Previous experience as a EA or Executive Assistant to a Director in a medium to large company
* Proven track record of working with senior teams, ideally with a global reach
* Excellent IT ability including knowledge of Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Visio and Microsoft Outlook
* Highly organised, with proven ability to work on own initiative and prioritise to meet deadlines.
* Strong communication skills sufficient to deal with internal and external contacts at all levels, verbally and in writing.
* Attention to detail and an ability to assess information and keep the Directors up to date on issues.
* Ability to work on own initiative with minimal supervision

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