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Executive Assistant

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Executive Assistant

Posted 19 March 2024
Salary £22 - £23 per hour
Job type Contract
Discipline Professional Services
Contact NameJessica Price

Job description

Position Title: Executive Assistant

Duration: 9 Month Rolling Contract

Location: Dunton, Essex

Division: Marketing & Sales Operations

Position Description:

  • Executive Assistant for the Chair and Managing Director
  • This role is pivotal in supporting the Chair and Managing Director in completing the day to day requirements of their role and enabling them to be as effective as possible.
  • It will be a key part of the Clients' organisation.

Skills Required:

  • Good written and verbal communications
  • A track record of collaborating within a team
  • The ability to plan ahead and prioritise.
  • Flexibility in the face of changing priorities.

Skills Preferred:

  • Broader Client Directors
  • Administrative Support
  • Travel Co-ordination for international travel
  • Receiving Bay Collections
  • Delegation of Authority Director Programming and Distribution Support
  • Travel coordination for international travel
  • Coordination of large Meeting Invites
  • Bulk Mail subscription lists for Assumption and Allocation team distribution
  • SharePoint administrator for C02 SharePoint

Experience Required:

  • Proactive diary management
  • Resolve conflicts, arrange meetings, ensure pre-briefing as appropriate (meetings and documents in place).
  • E-mail monitoring
  • Handle Proxi In-Box
  • Identify and acknowledge customer communications and re-direct or investigate and respond as appropriate.
  • Identify and respond to ad hoc requests.
  • Identify and handle external requests appropriately.
  • Mailbox Vacation oversight
  • Travel co-ordination for domestic and international travel
  • Coordination of Meetings (Internal / External)
  • Invites, Rooms, MEAR, Catering etc
  • Managing Correspondence drafting response, directing as appropriate, file copies.
  • Managing / Coordinating Signatures and Delegation of Authority
  • Ad Hoc assistance with Expenses
  • Manage Records Retention
  • BCP Call Tree Maintenance
  • Redirecting company enquiries
  • Input to European Contact Documents
  • Receiving Bay Collections
  • Ad Hoc tasks as required

Additional Information :

  • General Administration Support: Proactively support Dealer Working Groups and General Meetings including FDC
  • MEAR preparation and approval, Meeting Invites, Catering Requestion, Meeting Room Coordination and Logistics.
  • Agenda and Pre-Read Distribution. Liaison with Secretary.
  • Coordination of meeting Decks e.g. FDC, PVWG, CVWG etc.
  • Combining input into one deck for meeting and chasing input and handover to meeting owner.
  • Manage Client ROPA coordination with appropriate teams and including 6 months review.
  • Coordination of Client HQ / V-Building MPR and breakout rooms as required
  • Coordination of mail for the building and distribution to teams / individuals
  • Support with general admin support including DocuSign and TER expense training for new starters
  • Temporary badge administration for access to the Clients' HQ for employees, visitors, and contractors
  • BulkMail administrator for e-mails to specific teams /whole team/ The Clients' HQ building
  • First point of contact for annual subscriptions and memberships for SMMT, CBI and BITC
  • Arranging Lyreco stationery orders and maintenance of stationery cupboard and paper/toner for printers in the Clients' Office
  • Location: Hybrid - typically 3 days on site & 2 days working remotely