Job Description

Description

The Executive Assistant will provide executive level administrative support to the Managing Director / General Manager ensuring smooth operations, communications, and facilitating efficient workflows.


Provide high level administrative support to the Managing Director / General Manager for the UKO Region. Responsible for gathering, compiling, verifying, and analysing information to prepare documents such as memos, letters, reports, and presentations. Coordinate with Office Administrators across the UKO region to push MD/GM initiatives. Assemble and analyze information involving business plans, and financial reports, resulting in the final plan submission. Monitor, review, and approve standard expenditures to ensure the activities of the department are conducted within established budgets. Provide complex screening, fielding, and prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely manner. Prepare a variety of communications including emails, meeting agendas, and meeting minutes. Manage (and sometimes create) internal communication going out to the UKO region from the Managing Director / General Manager. Facilitate smooth communication between Global Practice Executives and internal clients. This may include other board members, company executives, client executives, government officials, media, and internal employees. Responsible for handling sensitive and confidential information. Act as a notary and notarize various documents. Maintain the security and confidentiality of calendars, files, records and files. Facilitate document approvals and processing, which includes but not limited to invoices, contracts and other confidential documents. Manage schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events. Coordinate travel arrangements and prepare travel itineraries. Coordinate catering and conference room management for division meetings and events with Office Administrators Arrange conference calls and related conference room set-up. Coordinate with IT / Office Administrators to ensure A/V equipment is in working order. Assist MD / GM with calendar management, expense reports, travel, meeting coordination, and signature routing as requested. Provide cross-training and performance feedback on entry-level administrative staff. Coordinate related issues and complaints, such as operational resources, work stations, space assignments and supplies, and follow up that resolution has been obtained. All other duties as assigned.

Qualifications

Bachelor's degree preferred We will accept years of experience in lieu of a degree requirement. 7 years' administrative experience supporting senior level executives. Position requires ability to maintain the highest level of discretion and confidentiality. Ability to work independently; demonstrating accuracy, reliability, and problem solving skills. Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required. Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks. Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).

Job

Administrative/Office Support

Primary Location

GB-London, UK-London

Schedule:

Full-time

Travel:

Yes, 10 % of the Time

Req ID:

252711

Job Hire Type

Experienced #LI-JA #UKO N/A