Job Description

This is a long term interim role for 6-12 months offering greater long term progression and permanent prospects Provide additional support for a Personal Assistant/ Secretary team who support commercial and operational directors with the below listed duties;

• Completing expenses: ensuring completion within approved timeframe and within policy
• Supporting coordination and preparation of documentation for management using Box and SharePoint
• Meeting organization (room + catering)
• Raising and resolving purchase orders - experience in this area is not essential - as training would be provided, but any exposure to using finance systems and raising information in this way would be beneficial
• Maintenance of team's organization chart
• Provide PA and administrative support as required for the Directors and wider team and autonomously assist with the running of the office to enable the department to achieve the company's goals through the optimization of their abilities and time.
• Act as a professional and accessible intermediary to all individuals and groups, internal and external, interfacing with the company.
• Respond directly to telephone enquiries and messages.
• Take responsibility for diary management. Arrange and coordinate meetings. Prepare, manage and distribute reports, presentations and relevant papers as required.
• Organize business travel where applicable.
• Provide confidential secretarial/administrative support including, but not limited to, word processing, preparing PowerPoint presentations, archiving.
• Ensure external visitors (collaborators, contractors and interview candidates) are appropriately received on site

Required Knowledge, Skills, and Abilities

• Previous experience of providing executive administrative support, ideally working with / for senior leaders / international associates.
• Candidates are required to have functional/technical proficiency in Microsoft Office & Outlook, Teams, SharePoint, etc.
• In-depth knowledge and experience writing and managing minutes and managing the decision-making forums is essential for this role.
• This role requires a high degree of independence and motivation to priorities workload as well as the resilience and ability to manage at very high pace while remaining calm under pressure.
• The candidate must be an excellent communicator both written and verbally