£ 40000 Per year
Executive Assistant
Full Time
Job Description
- Manage CEOs’ calendars - scheduling the meetings, preparing materials and communication with other attendees;
- Facilitate business trips for CEO, managers and other employees - flights booking and accommodation arrangements;
- Manage credit cards’ reconciliation for CEO – preparation of business trip breakdown reports (monthly) and regular monthly expense reports supported by invoices and confirmations;
- Facilitate Board and committees’ meetings – sending out invitations, digital packs’ preparation, room booking, catering and parking arrangements when meetings are held onsite; WebEx invite and ensuring that call is working for all attendees when the meetings are remote.
- Attend monthly management meetings, monthly meetings with external partners and quarterly specialized committee meetings. Prepare minutes when needed;
- Facilitate conference calls and in-house video conferences for CEOs and managers: room booking, IT support arrangements and correspondence with other attendees; organization of WebEx when meetings are held remotely.
- Reconciliation of monthly invoices for office costs: catering (when applicable), stationery suppliers and courier companies – comparison with existing records and sign-off;
- Manage office stationery stock and make orders;
- Arrange internal catering and parking for meetings when held onsite;
- Organize external events – town hall meetings, social nights out or Christmas parties when applicable; organize remote meetings (e.g. online town hall) via WebEx for all staff;
- Communicate with IT support and facilities regarding office-related issues or needs;
- Facilitate office reorganization or move when necessary – arrange facilities support and internal schedules;
- Manage monthly and weekly parking schedules for employees and ad hoc arrangements for external visitors when applicable;
- Make payments in cases where company card is used – conference and membership fees or subscriptions - and maintain records on those;
- Take part in departmental projects and assist with ongoing activities.
Required Knowledge, Skills, and Abilities
- Over four years PA experience at Managing Director/CEO
- Third level education and technical knowledge of administrative tasks.
- Previous experience in a company with strong administration and project management experience.
- MS Office and calendar proficiency. Knowledge of digital Board software is desirable. Ability to manage conflicting priorities and ensure that deadlines are met.
- Excellent organizational skills, attention to details, time management skills.
- Open minded, analytical, problem solving
- Ability to build successful relationships with all levels of internal staff and external partners.
Reference no: 78728