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Executive Assistant maternity cover

Position Description

The Executive Assistant is responsible for all administrative related matters that may arise, including answering external phone call enquiries, putting calls through to the correct people on site, inbound and outbound post, whilst providing an effective and efficient administration service for the department.

As the first port of call and hub of the Executive Office the Executive assistant must be smartly attired, flexible, courteous and welcoming to all who visit the office.

This role is also responsible for the travel desk and the making of all travel bookings for flights, hotels, car hire, taxi’s etc for any member of staff requiring business travel.
Position Requirements

Key responsibilities and duties:

Co-ordinate and maintain the diaries of SMT members as required, including the organising of all appointments, meetings and travel arrangements.

Deal with incoming mail for the SMT and correspond on their behalf, when required.

Where applicable prepare documents, briefing papers, reports and presentations for the SMT
Extensive diary management, meeting and business travel organisation of the SMT.

Ensure the SMT are well prepared for meetings; liaising with customers, suppliers and other staff where applicable.

Meet, greet and book visitors and customers in at site reception.

Co-ordinate VIP visits, working with Executive Assistant to the MD.

Devise and maintain office systems, including data management and filing.

Communication with Procurement team and Accounts Payable department regarding the supplier invoices, PO’s and payments.

Process expenses for SMT on the expenses log. Assist with credit card reconcilation.

Manage and screen phone call/email enquiries and requests in a timely manner, supporting the effective management of the team/office.

Complete various office functions to assist and coordinate with internal and external parties, as appropriate.

Open and distribute any business post, inbound and outbound.

Arrange travel, visas and accommodation for the SMT.

Undertake any other administration duties as required by the business or the department.

Arrange meeting rooms for internal and external meetings as requested and for re-occuring meetings.
Schedule team meetings and prepare agendas.

Keep the reception area and office environment tidy and welcoming at all times.

Maintain kitchen, stationary supplies and keep the stationery cupboard tidy and stocked appropriately.
Manage the co-ordination of specific administration projects/events.

Manage the travel desk for the Fleetlands and Pyestock sites, ensuring that all travel requests have been approved. Arrange any travel through preferred hotels etc and communicate bookings to travelling member of staff. Liaise with Finance with regards to payment of travel invoices.

Support FD and HRD with specific tasks as and when required.

Competencies:Core:

Displays professionalism and possess an awareness of confidentially.

Able to work as a team player and at all times use initiative.

Role holder will be flexible about the needs of the role.

Able to balance competing priorities of self and others, to ensure that deadlines are met whilst understanding the needs, timescales and deadlines of others, enabling the delivery of customer service.

Self-motivated.

Functional: Core

Effective oral and written communication skills.

Excellent organisation skills and the ability to effectively multi-task.

Ability to plan own work, prioritise tasks and meet deadlines.

Professional Qualifications/Education and Training:
Essential:

Intermediate or above experience using Microsoft Office Excel and Word

NVQ in administration/business or equivalent.

Desirable:

Security Cleared

Experience: Essential:

Work experience in Office Administration, Customer Service or a related field essential

Experience: Desirable

Experience of working for MD/Board/Senior Management Team.

Previous administrative roles within the Aerospace Industry or other similar industry desirable.

I would like to apply for the post of Executive Assistant maternity cover bases at your esteemed organisation. I have attached my CV.

CV:

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