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    Executive Assistant - United Kingdom - Career Moves Group

    Career Moves Group
    Career Moves Group United Kingdom

    3 weeks ago

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    Description

    Administrative Business Partner

    Location: London

    Length: 7 Months

    Rate: £31.73 p/h PAYE (Approx £65.9K per annum)

    Hours: 9am – 6pm

    This client is a top 5 tech giant and one of the world's most popular search engines.

    This is a hybrid role, so you will split your time between home office and the clients offices in central London. On-site you will be able to access their amazing facilities and quirky working spaces, as well as free breakfast/ lunch/ dinner, on-site gyms, outdoor spaces and roof gardens, wellness rooms and sleep pods.

    Job description:

    • core administrative tasks (e.g., travel management, expense reporting, calendar management, facilities coordination) with minimal assistance from executives.
    • core program management tasks by delivering medium- to large-scale projects or events from initiation through delivery.
    • identify approaches to solve problems. Exhibit excellent judgment and discretion with minimal guidance.
    • proactively and provide guidance to other ABPs as needed. Able to lead a committee or team effectively.
    • corrective action for risks and obstacles in projects or events with occasional assistance from executives. May serve as an escalation point and escalate to senior leadership.
    • and recommend creative ways to complete defined administrative and program management tasks via selection of better methods.
    • engage and establish trust with multiple executives across org or PA and with cross-functional partners to share knowledge and complete tasks.
    • strong communication skills with internal and possibly external-facing parties. Build rapport and demonstrate collaboration.
    • in E/ABP community activities within PA/Site. Seen as a role model to other ABPs. May be actively involved in ABP recruiting.

    strong knowledge of the supported business??? strategy and goals, allowing for positive impact to schedules and priorities.

    • Core Responsibilities:
    • maintain, and update calendar events, with minimal guidance. This includes: proactively scheduling, maintaining, and updating calendar events for the supported executive or team with consideration for time zone differences; building in adequate preparation time for events; resolving scheduling conflicts; responding to requests for scheduling and meetings; optimizing calendaring for short- and long-term planning of supported executive and team; making recommendations to support leadership time allocation with respect to calendar and travel.
    • expense management activities with minimal guidance. This includes: completing expense reports on behalf of executives, reviewing and processing invoices, expense reports, and purchase orders.
    • and advocate for office space needs with minimal guidance; manage requests for space accommodations; liaise with internal partners (e.g., real estate workplace services - REWS) to construct and plan space allocation; may facilitate office moves.
    • meetings for the executive or team with minimal guidance. Ensure meeting room, equipment, and attendee list are correct and confirmed; gather, compile, and create meeting materials (e.g., decks and meeting agendas); ensure meeting materials are aligned with the specific meeting agenda; assist with note-taking.
    • and organize internal and external programs and events (e.g., team off-sites, business events, tech talks, summits) and manage event logistics (e.g., venues, equipment, swag, entertainment, travel) in collaboration with internal partners and external vendors; ensure compliance with internal and external policies/procedures; may act as the main point of contact during the event. Contribute to projects or programs (e.g., Culture Club, E/ABP global community projects, Function/PA E/ABP specific process improvement or other projects, executive-driven projects or programs not related to the E/ABP role). Execute events, projects or programs with minimal guidance. Deliver MEDIUM- to Large-scale projects/events from initiation through delivery, determines corrective action for risks and obstacles with occasional assistance from executive, may serve as an escalation point. Proactively identify approaches to solve problems. Exhibit excellent judgment and discretion.

    Skills/Experience/Education:

    • to use calendaring tools and techniques to create, prioritize, and manage the schedule of individuals and groups, including the understanding of scheduling norms, work hours across locations, and other scheduling resources or constraints.
    • of expense processing and approval procedures and practices, including the ability to use expense reporting tools and systems to track, manage, and approve expenses.
    • to recognize the confidentiality or sensitivity of the information (e.g., personal or business information), and manage highly confidential information and/or situations.
    • to set meeting agendas, understand the audience, set action items, and drive meetings to the desired outcome. This includes following up on action items and communicating decisions that result from meetings.
    • to build trusting, collaborative relationships and rapport with different stakeholders and businesses. This includes being approachable, engaged, authentic, and relating well to people regardless of personality or background.
    • of resources for travel planning, such as internal and external travel tools, including the knowledge of international traveling processes or rules (e.g., visas).
    • to create accurate, clear, concise, and well-organized content that transfers knowledge to users to meet their needs. Ability to communicate and deliver information to a variety of audience types in a manner that is adapted to each learning style, level of understanding, and background.
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