Your new company

You will be part of the Technology and Data Administration Team on policies and procedures to provide full secretarial / administrative support to assigned Executive Directors (EDs). Other than that, you will also provide administrative support to officers and other team members with the department support.

Your new role

Calendar Management for assigned EDs

• Keep calendars up to date including preparation of travel itineraries / schedules for business trips (travel details & contact telephone numbers should be entered)
• Diary management – set up of all internal/external meetings
• Arrange all conference rooms, AV equipment, dial in numbers and videoconference facilities
• Feedback should be provided on changes made and progress of schedule problems as they arise
• Hold regular meetings (to be agreed) with EDs in order to decide priorities/deadlines/projects. • • Provide regular updates on work in hand
• Regular feedback on problems/issues

Travel

• Book all travel, including flights, hotels, currency and taxis adhering to the Technology and Data policies

Expenses

• Complete expense reports for EDs if required. Advise employees on completing their own reports. Ensuring all claims adhere to Firm policy.

Team Administration Tasks (for groups supported)

• Manage booking schedule for Team Rooms
• Co-ordination of all moves and associated processes: desk moves, IT moves, system updates, mail drops, large scale project moves and floor walks
• Provide general information on the department and Firm when required (promoting use of internal web pages where possible)
• Filing, faxing, photocopying, distribution of assigned EDs mail as required
• Ordering of equipment and resources /supplies (e.g. business cards, wireless devices, etc.)
• Visitor Support: Arrange workstation for visitor prior to arrival. Provide full administrative support to visiting EDs where possible and if required. Direct and advise all visitors. Arrange access to buildings where necessary.
• Co-coordinating department business related events and functions
• Opportunities may arise to work on assignments outside the core role, this will be dependent on departments supported and work load.

What you'll need to succeed

• A diploma or degree holder
• Proactive: Identifies other “value add” areas for EDs over and above day-to-day tasks.
• Identifies areas for improvement and suggests solutions
• Demonstrates willingness to learn about the business (helps integration into group)
• Excellent organisational skills
• Excellent time/priority management skills
• Assertive
• Good communicator
• Good use of initiative, judgement and decision-making
• Flexible & adaptable to change
• Excellent team member
• Puts equal importance on all types of tasks

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

Hays Registration Number: 200609504D, EA Licence: 07C3924, Registration ID Number: R22108490