We are looking for an experienced Executive Assistant to contribute to the growth of an ambitious firm and provide one-to-one support to one of the senior executives. The purpose of the job is to deliver comprehensive assistance to the very busy MD with a range of secretarial and admin duties on business and personal level.
Responsibilities:
- Extensive diary management, organising internal and external meetings with various parties
- Arrange full spectrum of travel services, often with last-minute changes: air and train tickets, accommodation, conferencing facilities, taxis and chauffeurs. Preparing itineraries for both business and personal trips
- Maintain accurate travel records for tax and immigration purposes
- Expenses and invoices administration with a sharp eye on tax implications and in line with the company’s policies
- Restaurant bookings, catering for business meetings at the office
- Assistance with preparing documents: printing, scanning, binding & filing
- Meeting and greeting visitors of all backgrounds and at all levels of seniority
- Other general secretarial duties, inc. arranging couriers
- Personal support to MD’s family members
- Maintain a relationship with the main contractors and suppliers (building managements, air-con engineers, office and groceries suppliers, cleaners).
- Stock control
- Ensure all office equipment is in working order and liaise with IT & sub-contractors where necessary
- Set up hot desks for visitors and international colleagues
- Maintain and develop a relationship with travel agencies, inc. feedback sessions and negotiation of new corporate rates for hotels worldwide
- Assist in the on-boarding process for new hires, maintain HR files
- Organise team events and support Group-wide initiatives & projects
- Manage a team of administrative staff ensuring sufficient cover at all times
- Supervise and monitor day-to-day work of administrative staff, step in as a holiday/sickness cover if necessary
- Follow the holiday approval process and maintain the records
- Perform mid-year and year-end performance appraisals of administrative staff in accordance with the company’s policy and follow up on action points
Required behaviours and experience:
- Friendly and intelligent with excellent work ethic. “Can do” attitude
- Emotionally mature with the ability to work under pressure and be a good team player
- A professional appearance at all times
- Timekeeping and organisational skills are essential
- Anticipate needs and act independently, able to interpret instructions correctly
- An ability to protect the reputation and integrity of others through strict confidentiality. Discretion is paramount, as this role will require support with highly confidential matters.
- Flexible approach to working hours
- Strong MS Office skills – Microsoft Word, Outlook, Excel and PowerPoint
- Previous experience in a similar role
- At least 7 years of living experience in London
- Native Russian speaker and fluency in English (oral and written) is essential
