Executive Assistant - Manchester, United Kingdom - Bentley Systems

Bentley Systems

Verified Company

Manchester, United Kingdom

4 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Executive Assistant

AAG Administration Center of Excellence

Location:
United Kingdom - Ireland - Netherlands Hybrid/Remote

Position Summary:

As Executive Assistant and member of the AAG Administration Center of Excellence you will support in key operational rhythms, business processes, procedures and supporting the Global Account Advancement Sales business and leadership enabling seamless execution.

Global Executive Assistant functions report to the Senior Director, Chief of Staff.

Take initiative. You are comfortable working independently and seek input as needed when you take on new assignments. You make recommendations to create better ways of working and seek clarity when an obstacle is in your way.
Enjoy collaboration. You are the kind of person who believes that a highly functioning team is critical to success. You enjoy reaching out and building productive working relationships with people across all levels of the company.
Are accountable. You have a keen attention to detail and can juggle multiple tasks, deadlines, and stakeholders.
Adaptable. You work well in fastpaced environments, you're a quick learner, and always ready to lend a hand.
Organized. You can maintain large amounts of information in an organized way.

Your Day-to-Day:

Support in preparing and consolidating data and presentations for external and internal audiences such as users, conferences, senior leaders of the company, QBR, all Hands meetings etc.
Maintaining sales dashboards and ensuring C4S notes are clean and accurate.
Supporting and ensuring timely submittal of fortnightly Operating & Executive Report in partnership with Regional Chief of Staff.
Coordinating procurement activities across the team including setting up new vendors and opening purchase orders.
Monitoring purchasing software system notifications and approvals on behalf of executives and serving as point person for departmental purchases.
As and when required, taking minutes of meeting, identifying key action items and follow up with relevant parties to ensure execution to deadline.
Supporting the Senior Director, Chief of Staff, Regional Chiefs of Staff and Colleague Success Business Partner to drive a high performing sales organization.
As and when required managing the individual AAG senior leadership busy agenda's considering organizational and crossgroup schedules and commitments. Coordinating all meetings across global time zones with diplomacy and discretion including making calendar decisions on their behalf to effectively prioritize their time and resources.
Finding new and efficient ways to help maximize AAG leadership's time and ensure they are prepared for upcoming meetings, presentations, and projects by gathering materials necessary.
Coordinating advanced domestic and complex international travel (flights, hotel, rental cars, etc.) with multiple connections and countries. This includes advanced understanding travel visas and documentation as well as expense reconciliation.
Administration & tracking of Global Account Advancement Colleague Reward and Recognition Program.
Support for Sales Events and communication organization where needed.
Other administrative and project duties as requested such as stock control for AAG merchandising, planned and ad hoc reporting and audits to ensure correctness of organizational information in Talent Management System, Success Factors.
Documenting all AAG support processes and protocols
Creation of howto handbook.
Maintaining Executive Bios up to date.

What You Bring to The Team:

2-5 years relevant experience providing administrative support for Director/ Executive level preferred.
Experience with executive level calendar management
Experience with domestic and/or international travel coordination
Experience with Microsoft Suite (Outlook, Word, Excel, SharePoint, and Visio
Excellent organizational skills, written and able to ability to communicate with all levels of leadership and across multiple offices and time zones.
Strong desire and commitment to achieve operational excellence.
High tolerance for ambiguity, with the ability to create order.
Strong multitasker with an appreciation for the challenges of supporting a growing team with diverse personalities in a remote working environment.
Ability to prioritize and handle multiple assignments at any given time while anticipating the needs of others.
Experience performing administrative work that requires analysis, initiative, and discretion.
Adaptability in response to changing priorities and needs.
Requires sitting or standing at will while performing work on a computer (or any other physical requirements). The role requires communication with managers, peers, and other colleagues of the company in person, and by utilizing Microsoft Teams chat, calling, and meeting functions.
This role requires infrequent travel to a Bentley office location.

What We Offer