Description
* Contributes to smooth day-to-day running of the senior staff member's team/s by providing timely and effective administrative assistance.
. Acts as an essential group point of contact both internally and externally, demonstrating pro-activity and professionalism in all activities undertaken.
. Seek to improve existing administrative processes on and behalf of the group.
Diary management for General Manager, responsible for keeping an overall view of the diary and ensuring best use of their time for maximum productivity.
. Booking all travel requirements including flights and accommodation
. Expenses for General Manager & their Directs
. Organise internal team meetings & team off sites & ensure smooth running of each event
. Manage PO process- helping with queries raised by the team.
. Provides high level administration support to the General Manager & the team
o Scheduling and co-ordination of group meetings/off sites, including logistics, catering etc.
o Delivering high quality and timely responses to incoming telephone calls, emails and correspondence both internal and external
o Assisting with preparation of presentations, reports and correspondence from draft & uploading to the team sharepoint.
o Photocopying and dealing with courier requests.
o Managing expense claims & queries
o Ownership of internal processes/Stationary/IDWeb, including MyOrder- creating Purchase Orders, tracking invoices, ordering Hardware/Software/Procurement and Samples.
o Sending requests & maintaining the Xbox Live Calendar
o Updating and monitoring team aliases and sharepoint as required.
o Responsible for assisting new starters - including Induction programme & equipment also organising gift & gatherings for departing team members
o Arranging/maintaining and updating xbox.com email addresses & business cards for the team
o Assisting with office moves
o Responsible for managing meeting room schedules
. Acting as main point of contact for the team
. Undertake general Office Management duties on behalf of the department, eg: monitoring functionality of equipment such as faxes, photocopiers, printers, projectors, etc, and liaising with Facilities/ITG to resolve any issues.
. Meet and greet visitors (including those arriving for interviews), ensuring meeting participants are notified of visitor's arrival.
Key Success Criteria
Ensure all issues/requests raised to Manager(s) office are dealt with in a professional, efficient and timely manner and escalated where appropriate
Provides effective Group support and participates as a highly trusted and involved member of the team
Is the focal point for the team, as a point of contact to handle routine enquiries both internally and externally.
Highly organised and quick learner
Is able to multi-task and cope with high and changeable workloads and business needs in a calm and confident manner
Demonstrates excellent interpersonal skills to develop and maintain key working relationships across the team and company
Error free and timely correspondence
Uses initiative as appropriate to position, escalating where appropriate and confident to express own ideas in meetings/offer advice for new processes.
Essential Skills
Knowledge of operating at assistant/Co-ordinator level in a Corporate environment
. Awareness of administrative responsibilities
. Knowledge at intermediate level of MS Outlook 2010, Word, Excel is imperative
. Experience in managing events with external vendors is required
. Advanced/broad knowledge of MS Powerpoint, Sharepoint is a plus
Personal Attributes
. Well organized, excellent planning and ability to prioritise to a high level
. Ability to manage and prioritise multiple demands by being able to recognise when to be reactive/pro-active
. Ability to work under pressure, meet committed deadlines on time
. Able to take effective action without having to know the total picture, but seeking the appropriate knowledge and escalating as required
. Effective communication skills - both verbal and written
. Excellent interpersonal skills to develop and maintain key working relationships across team and across company.
. Self-starter, working on own initiative
. Maintain a basic business awareness
. Good attention to detail
. Willingness to learn
. Willing and able to work flexible hours
. Diplomatic and tactful - ability to push back when prioritising workloads
. Patient and calm
. An enthusiasm to 'muck in' when required as a team player
This role will require the successful applicant to work 2 days in London and 3 days in Reading per week. Travel will be subsidised.