Job Description

This will include preparing reports, presentations, conducting research and undertaking diary management and team administration duties to a high standard.

• Produce clear and logical high quality PowerPoint presentations and Word reports for internal and external audiences.
• Undertake research on various topics ensuring that information is accurately summarized and further reading and options are highlighted.
• Provide support for successful internal and external events by ensuring they are well organized so that presenters and guests have a positive experience.
• General co-ordination of the running of the office, including diary management, occasional email management and liaising with other departments to ensure the head of department (and on occasion senior managers) have the information required for meetings.
• Undertaking the team's purchases (by raising purchase requisitions and purchase orders) and invoice approvals to ensure that work is completed within the correct financial period.
• To organize and attend meetings, workshops and conferences where appropriate including facilitating accommodation requests, coordinating audio visual requirements, ensuring meeting speakers are clear on agendas and ensure that attendees receive the agenda and materials in advance.
• Responsible to plan and prioritize work activities as directed by the Head of Department. Accountable for ensuring all tasks are delivered on time and to high quality standards.
• Undertake ad hoc administration duties such as typing up of notes and information produced at workshops.

Required Knowledge, Skills, and Abilities

• A good level of understanding of how a “professional” office works.
• Knowledge of data collection techniques and procedures.
• Knowledge of financial information pertaining to management of an office is essential
• Excellent IT skills in PowerPoint, Excel. Word (Microsoft Project and Visio would be highly desirable)
• Proven experience of planning, organizational skills and attention to detail
• Excellent interpersonal and communication skills
• Able to work under pressure and deal with competing demands.
• Ability to conduct research and summarize information from different and conflicting sources.
• Problem solving and influencing various stakeholders.
• Significant experience of working in an office environment providing secretarial or administrative support to managerial / professional staff (including an individual manager or a team).
• Experience of personal responsibility for managing the support activities in an office.
• Experience of dealing with internal and external business contacts.