Executive Assistant - London, United Kingdom - Adecco UK

Adecco UK

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Executive Assistant

Permanent

£40-55k

Role Purpose

The Executive Assistant has overall responsibility for providing research and personal assistance, together with confidential secretarial services to the Executive Director.

The Executive Assistant should work closely with the Director and Office Co-Ordinator to ensure the office is operating efficiently and effectively.

Key Accountabilities

General Administration

Strategically manage calendar of appointments and travel to effectively allocate the Executive Director's time
Arrange appointments, make travel arrangements and ensure all associated documentation is available as required
Maintain effective time management and organisation of the work conducted by the Executive Director
Coordinate internal requests for time and information, and manage interrupting influences
Liaison with the Institute's travel agency and booking flights, accommodation and airport transfers
Coordination of overseas travel visas
Maintain and update the Executive Director's curriculum vitae, list of publications and other academic contributions
Conduct background research using various medical databases and the web
Assist in proof reading of documentation
Prepare PowerPoint presentations as required
Process correspondence addressed to the Executive Director
Draft and prepare correspondence and reports for approval by the Executive Director
Compile agendas and minutes for meetings; ensure that the attendees have all other associated documentations
Undertake designated administrative duties, including financial payments, process purchase orders, invoices, credit card reconciliations and expense reimbursements
Attend to matters requiring attention, or refer them to the appropriate authority within the Institute in the absence of the Executive Director
Coordinate signatures for contracts and agreements requiring the Executive Director and/or other signatures
Meet and greet visitors to the Executive Director's office
Organise room bookings for meetings when required
Work closely with other administration staff as required ensuring teamwork across the office
Liaise with senior staff and external clients

As a Team Member

Maintain confidentiality and ethical work practices at all times
Participate in team meetings and activities
Participate in objective setting, performance and development planning
Participate in special projects to continuously improve processes, tools, systems and organisation
Comply with H&S legislation and operate in accordance with established H&S practice and procedures
As a member of the Administration team, contribute to continuous improvements across the Institute
Promote and contribute to a safe environment for staff and visitors
Take responsibility for personal learning and development and for setting achievable and meaningful work objectives and managing personal targets, meeting obligations of The Institute's Performance and Development Policy
Demonstrate commitment to The Institute's organisational values, including performing to an exceptionally high ethical standard and focusing on integrity, collaboration and teamwork in all efforts.

Skills, Qualifications and Capabilities

Several year's experience as an executive/personal assistant
Experience in health/research/education sector an advantage
Tertiary qualification in an appropriate discipline would be highly regarded
Proficient in the use of Microsoft Office suite of products, including Word, Excel, PowerPoint and Outlook
Strong general administration skills and experience
Demonstrated ability to work with sensitive information and maintain confidentiality
Ability to work effectively in a small team environment and maintain relationships with a wide range of stakeholders
Ability to work effectively with staff at all levels of the organisation, including senior management
Demonstrated ability to take initiative and ability to be flexible
Ability to evaluate and recommend changes to existing processes and procedures for greater effect
Methodical, excellent attention to detail
Excellent time management and organisation skills
Excellent written and verbal communication skills
Excellent interpersonal skills
Establishes rapport with others quickly

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

To speak to a recruitment expert please contact Ria Abbot Bailey