Administrative Assistant - London, United Kingdom - LutechResources

Description

Job Description

Administrative Assistant

Chiswick Park

12 Month Contract

A global engineering and construction business based in West London is currently recruiting for an experienced Administrative Assistant to join them on a 12 month contract.

The position will be reporting to the Administrator Supervisor supporting the local senior executive team. Building strong partnerships and relationships with stakeholders to deliver excellent customer centric business support across all functions and levels of the leadership. This role requires an individual who can work autonomously and is focused on a tailored support service.

Key Responsibilities:

• Creating and maintaining the project's electronic folders, filing and admin systems (e.g. BOX, SharePoint etc)
• Preparing reports and presentations using MS Office applications
• Organising team meetings
• Taking, formally capturing and distributing minutes of meetings
• Arranging hospitality, lunches, and events
• Requisitioning of stationery, office equipment
• Compiling team reports on a weekly, bi-weekly and monthly basis where necessary, and arranging the review and distribution of the reports
• Write and edit text – such as, but not limited to, letters, memos, reports
• Arrange all travel administration including arranging flights, accommodation, local transport, meet & greet, visas, health, safety and security
• Compiling and verifying expense reports to comply with company policy and issue to Accounts Payable
• Compiling and verifying allowance forms to comply with company policy and issue to HR
• Organising set-up requirements for new starters including IT equipment, software, inductions, desk allocation etc
• Managing hot desking arrangements in the office
• Book, manage and maintain meeting room and teleconference bookings
• Arrange back up coverage when out of office or on vacation
• Book marketing events / social events according to team requirements
• Work closely with Procurement for office orders (furniture, AV items, etc)
• Communicate using appropriate media to provide information; to share knowledge; to keep colleagues informed of progress and to respond to enquiries within your remit
• Ensure tasks are carried out in accordance with documented policies, plans, procedures and instructions

Essential Qualifications and Education:

• Minimum A Level standard required one of which must be English
• Preferred but not essential have had experience as an Administrator to Senior Management (Director or VP level)