Executive Assistant - London, United Kingdom - Mitie

Mitie

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

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.