Description
Looking for an Executive assistant to work on site in London.
Main Purpose of Job:
This role will provide integral support to the Global Head of Legal & Business Development. The post holder will be responsible for delivering a high standard of administrative support to this member of the Executive Committee.
The Executive Assistant shall be based in London and will be part of a team who perform a full range of high-level clerical and administrative support functions whilst coordinating an extremely busy and complex schedule on behalf of the Global Head of Legal & Business Development.
This is a highly challenging and interesting role for an experienced and resourceful Executive Assistant who is comfortable working in a global and fast paced culture
Duties Include:
- To provide day-to-day support to the Executive through fielding telephone calls and moderating incoming mail/emails including managing Outlook calendar, inbox, contacts and archive folders.
- To provide extensive diary management for the Executive to cover global appointments, video conference, Telepresence and WebEx meetings across timezones and regions including organising team meetings (via videoconference wherever possible).
- To arrange and co-ordinate international and domestic travel arrangements as required.
- To manage and submit expenses with complex requirements.
- Provide additional admin support to team, to include travel and expenses where necessary
- To collate and distribute reports/documentation as necessary.
- To be responsible for obtaining necessary authorisation for payment of invoices, departmental or site requisitions including ensuring charges to separate cost centres are correctly allocated and tracked.
- To provide support when required to other EA's due to workload or absence.
- Ensure Mentoring schedule is on track for 3 mentoree's
- Assist with updating the legal pages on The Hub
- Managing Sharepoint
- Manage legal invoices and track invoices to ensure that payment is not delayed on both Serengeti and SAP.
- Prepare list of ongoing acquisitions and the relevant teams.
- To undertake any other reasonable duties as requested on a permanent or temporary basis.
Skills and Experience Required:
- Track record of success as an Executive Assistant/PA at a senior level in a corporate environment.
- Advanced MS Office skills with high levels of proficiency with Outlook, Powerpoint and Word. Ability to work quickly to provide documents, create charts and graphs, and to manage and coordinate different versions of the same document.
- High level of integrity and appropriate levels of confidentiality required.
- Ability to set priorities and be flexible in a fast paced, changing environment.
- Creation of purchase orders using SAP (knowledge of SAP an advantage).
- High level of initiative and imagination.
- Excellent oral and written communications, additional languages are beneficial.
- A good team player with the ability to work on own initiative.
Well organised and disciplined with regards policy, procedure and standards
Suitable candidates should submit their CV in the first instance.