Personal Assistant, Executive Assistant

Personal Assistant , Executive Assistant

Responsibilities

• Act as the trusted point of contact for the Managing Director (MD) or Deputy CEO office for all external parties and internal staff, dealing appropriately with correspondence, calls and visitors, representing the MD or Deputy CEO as and when required
• Professional diary management including the seamless coordination of travel, visas, hotels and meetings whilst maintaining awareness of key deadlines on behalf of the MD or Deputy CEO
• Undertake project work and administration to support ongoing business development and group communications, including collating information, formatting documentation, organizing meetings and developing presentations
• Co-ordination and support of board, leadership and senior management team meetings including sending invites, booking rooms, organizing teleconferencing, collating agendas, minute taking and recording and tracking of actions
• Organize company events and meetings including room / hotel bookings and managing attendance
• Provide administrative support to the board of directors and senior managers as appropriate
• Provide proactive inbox management ensuring all emails are correctly responded to, filed and deleted as appropriate
• Provide ad hoc administrative and organizational support with aspects of office, facilities and HR management across all companies to help ensure that the business is being run properly and complying with legislation and regulations
• Coordinate company subscriptions and membership of professional organizations
• Process all time-sheets and business related expenses in a timely manner
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
• Draft letters, agreements, personal correspondence, and other tasks that facilitate the MD or Deputy CEO ability to effectively lead the company
• Maintain discretion and confidentiality in relationships with all board members
• Undertake other duties that may arise due to contingencies of work from time to time

Qualifications

#J-18808-Ljbffr