Administrative Assistant - London, United Kingdom - Illuminate Recruitment Ltd

Illuminate Recruitment Ltd

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

ADMINISTRATIVE ASSISTANT

Illuminate are delighted to be supporting one of London's most fascinating cultural heritage projects in their search for an Administrative Assistant.

The Administrative Assistant operates in a central role, working directly with executive and senior staff, providing professional and highly organised administrative support.

It is part of the interim management structure of our client during a period ofchange.

This post will play a key role in ensuring seamless co-ordination of day-to-day Directors' activity with an emphasis on excellent diary management, some note taking for key meetings and collaborative working with peers to anticipate the needs of the Executiveteam.

This post requires total discretion and a high level of confidentiality at all times.

WHAT ARE YOUR KEY RESPONSIBILITIES?

DIARY MANAGEMENT AND MEETINGS
Responsible for managing the diaries of the Managing Director and Director, as well as providing general diary management support to other members of the Executive Team as required.
Quick and proactive resolution of any clashes or issues in relation to diaries for all Executive Team members as required.
Efficient scheduling of large scale recurring meetings including room bookings.
Taking accurate notes during selected meetings, and circulating these notes no later than one week after.
Key meetings to support through set up and/or note taking, may include but are not limited to Trading Board and Business Continuity Meeting.
Timely preparation and circulation of agendas, papers and reports for scheduled meetings.
ADMINISTRATIVE SUPPORT
Producing and editing documents including in Microsoft Word, PowerPoint, Excel and Adobe Acrobat formatted to a high standard using the client's templates.
Accurately coding and processing purchase orders on the finance system and ensuring Director approval of invoices takes place.
Providing budget support to the Director.
DIRECTORATE SUPPORT
Working with the client's Director's Office to ensure close integration across the wider Directorate team.
Supporting the production of Directorate reports e.g. monthly Key Performance Indicator (KPI) reporting and quarterly reports to the Board.
Issuing timely reminders for recurring reporting tasks e.g. completion of the Register of Gifts and Interests.
Providing occasional assistance to client's departments to ensure streamlined support across the organisation.
Undertaking any other duties which may be reasonably requested by Executive Team members or the Head of Corporate & Business Planning.

WHAT SKILLS AND EXPERIENCE DO YOU REQUIRE?

Experience of supporting multiple individuals at the same time, demonstrating an ability to juggle competing priorities and proactively anticipating needs.
Experience of taking minutes/notes at meetings.
Excellent skills in using Outlook for diary management, and other Microsoft packages to deliver seamless support to senior staff.
Experience of producing and editing documents or power points, that are detailed and complex in nature with a strong eye for detail.
Ability to remain calm under pressure and experience working to strict deadlines.
Excellent communication skills and ability to interact at all levels.
An understanding of finance systems in order to be able to process invoices and purchase orders.

If this sounds like the role for you or if you would like to know more then please get in touch today.