Job Description

• Managing electronic diaries in Microsoft365. Organizing appointments, events and meetings. Dealing with potential conflicting appointments.
• Coordinating executive communications, including taking calls, responding to emails and interfacing with clients for yourself and on behalf of the board and ITBU.
• Arranging travel, visas and accommodation, plus manage travel itineraries. Understanding and keeping in line with the business travel and booking policy.
• Producing documents as directed for reports and presentations.
• Issuing and updating meeting agendas as required.
• Attending meetings and note-taking as required.
• Managing administration of ITBU KPI’s and distribution of reports both live and static.
• Managing the events with client admin teams.
• Formatting of ITBU standards and bridging documents.
• Managing ITBU SharePoint sites, Teams and Yammer groups.
• Referring to CRM plans and ensuring key client contact meetings are arranged and contacts logged on our internal system. Encouraging and promoting the importance of CRM and logging contacts to the ITBU team.
• Assisting your directors and those that report to them with on-boarding of staff and obtaining appropriate approvals. Understanding the process, systems, criteria, and approval must be followed to ensure a successful new starter joining the business from recruitment today 1 start.
• Assisting your directors and those that report to them with staff transfers and resignations, to ensure that records are correct and live information on Oracle is up to date.
• Keeping location and contact details correct on Oracle, BMS and Infomace for yourself, your directors and those that report to your directors. Assisting others with changes should you notice incorrect information.

CRM management and events

• Coordinating and attending events, business to business, summits and conferences for networking and CRM that ITBU directors will attend.
• Managing and developing CRM plans.
• Conducting CSS surveys.
• Providing regular client updates.
• Arranging and managing ABR’s with suppliers.
• Conducting supplier performance reviews.
• Interfacing between Mace SCM and BU.
• Setting up and coordinating B2B’s.

Training

• Setting up and manage the ITBU training plan.
• Establishing the budget for training.
• Arranging webinars and online learning.
• Providing specific training to groups of staff for key modules.

Required Knowledge, Skills, and Abilities

You have a GCSE qualification which includes English and Math subjects. You will have team administrator experience. You are an advanced user of Microsoft 365 and with knowledge of PowerBI, Sway Forms ++. You can build lasting relationships and will provide support to multi-disciplinary teams. You will have experience working in similar project/programme organizations or other organizations of similar complexity and be hungry to grow your career and enjoy the opportunities Mace offers.