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