Description
Detailed Responsibilities:
Schedule Management
- Manage effectively and optimize the Segment Lead schedule
- Regional country visits: coordinating full process from preliminary briefing call to follow up confirmations, agenda, briefs etc.
- Coordinating and aligning country visits of all Segment Leadership team members to ensure efficiency and optimal cost management
Event organization
- Own organization of Segment business events by:
- Selecting the right venue, proposing and monitoring the event budget,
- Managing all the logistics
- Ensuring that the meeting materials are made available
- Participate in meeting content and preparation by:
- Assisting with meeting agenda (proposal and review),
- Ensuring speaker availability and attendance,
- Ensuring that materials are available and finalized on time (coherence of content, escalation as needed where flow/duplications occur, harmonization of templates)
- Take and distribute meeting minutes and follow up action points
- Ensure follow up and continuous improvement of events via post mortem analysis to meeting owner
Corporate Business Cycle
- Plan and manage the Rhythm of the Business Calendar (creation of Rhythm calendar, scheduling/invitations, updates, postings in the site)
- Anticipate potential conflicts and coordinate with segments and countries regarding scheduling overlaps and attendance issues that may arise
- Coordinate Corporate visits with Corporate Team and respective stakeholders making sure efficiency and optimal presence of stakeholders
- Support Segment Leadership team on all key Rhythm of the Business activities as required
General Administration and Facilities Management
- Own and track Segment Leads expense reports
- Manage operating expenses budget and compliance
- Raise Purchase Orders for each approved expense
- Be the central point of contact for Facility Management - co-ordinate all queries related to meeting room set-ups, solving facility issues, office supply
HQ Assistant Community
- Represent the Segment Lead across the assistant community
- Develop own network within assistant community,
- Contribute and be involved in activities and initiatives for this community
Coordination & Communication
- Use own business judgment to flag content overlaps or inadequate sequence of meetings
- Ensure rigorous follow up on all projects and requests
- Centralize information using my clients tools and applications
- Use appropriate tools and means to dispatch information (server, email, web, SMS, fax)
- Manage communication rhythm on special events/programs/holidays
- Coordination of Segment Lead's participation on all team meeting requests of the leadership team
Requirements of the ideal candidate:
- Significant experience supporting a Senior Executive in a corporate environment
- Experience handling international travel arrangements
- Excellent organisational and planning agility
- High attention to detail
- Strong communication skills both written and verbal including excellent command of English
- Expert in Microsoft Office Suite including PowerPoint and Excel
- Resourceful and responsive
- Strong interpersonal styles and communication skills to work effectively with business partners and external stakeholders
- Strong understanding of the organization and the inter-dependence of various work-groups
- Ability to use initiative and show commitment to task
- Strong customer focus
- Ability to maintain confidentiality and to use tact and diplomacy
- Enjoying dynamic work environment with ambitious GM and leadership team
Huntress Group does not discriminate on the grounds of 'protected characteristics' as defined under the Equality Act and other relevant UK legislation.
Huntress Group acts as a Recruitment Agency in relation to all Permanent roles and as a Recruitment Business in relation to all Temporary roles.
PLEASE NOTE: We can only consider applications from candidates who have the right to work in the UK.