Executive Assistant - London, United Kingdom - Mitie
Description
Job Overview:
Main Duties
- High level stakeholder management and working closely with members of the Mitie board
- Management of the board calendar, collation and formatting of board reports and standard divisional reports, responsible for all board logistics including venue search, travel, catering etc.
- Extensive diary management, managing conflicts and preparation of documentation for key meetings for Executive
- Scheduling and management of the Monthly SLT meeting/Team meetings, creating agenda items and following up on actions
- Constant interaction with Executives direct business reports, scheduling 1:1s working to ensure business objectives are met
- Booking and management of all travel, travel visas, flights, mileage submissions, accommodation bookings on behalf of Executive
- Monthly submission of corporate expenses and for the Executive and NEDs, managing expense approvals
- Room bookings, refreshments and managing visitor passes for external guests/clients via the booking portal
- Management of all team events, team networking and offsite away days
- Weekly approvals of timesheets, annual leave and any AskHR queries on behalf of Executive
- Management of the Mitie digital post for the legal team, review and distribution
- Assist Executive with drafting of slides for presentations, working with Communication team to meet the requirements of the business in messaging
- Raising purchase orders and new supplier set up forms via Coupa. Liaising with finance to chase vendor payments/status updates
- Constant liaison with company brokers, advisors, stakeholders pertaining to business matters
- Execution and witnessing of all legal documentation, working with CoSec and Treasury to ensure all compliance matters are dealt with
- Assisting HR with onboarding/offboarding and inductions of new team members, new starter IT set up, ID validation
- Submission of annual SRA membership for the Legal team, annual renewal and vetting licensing submission on behalf of Executive
- Promoting best practice and ways of working within the EA community
- EA holiday cover for other Execs as and when required
- Other adhoc tasks as and when required
What we are looking for:
- Proven track record of delivering fantastic EA/business support in a complex, large scale business.
- Passionate about doing the right thing, with strong customer and employee experience focus.
- Structured, planned and fast paced in approach with the ability to energise those around them.
- Strong communication and exceptional people skills; able to confidently and effectively build relationships and work with people at all levels in the organisation.
- Resilient, with ability to influence key decision makers and challenge when necessary.
- Ability to make own decisions and see them through to conclusion.
- Flexible, adaptable, and able to travel as required to meet the needs of the business.
- Excellent working knowledge of and experience in Microsoft office to include diary management and PowerPoint, Excel & Outlook Essential.
- Microsoft Access & Microsoft Project knowledge desirable.
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