WE ARE LOOKING TO RECRUIT AN EXECUTIVE SECRETARY
to provide secretarial and administrative assistance to a portfolio of partners and directors. Duties include diary management, travel arrangements, time reporting, expense reporting, invoices and the provision of meeting support.
DESIRED SKILLS & KNOWLEDGE
- Polished communication skills, including an excellent standard of written and spoken English.
- Strong organisation skills, with an ability to prioritise an often conflicting workload.
- The ability to plan ahead and anticipate potential problems.
- Proactively manage calendar activities for VP/head and relevant Senior Managers.
- Coordinate travel and accommodation arrangements, through 3rd party provider, for VP/head and relevant Senior Managers.
- Prepare documents and materials (including presentations, meeting minutes etc.) using appropriate software packages for VP/head and relevant Senior Managers for use at BOD and other Management Meetings.
- Handle VP/head emails as appropriate and maintain highest levels of confidentiality at all times.
- Ordering and raising of purchase requisitions via SAP, and distribution of stationery and other sundries via Purchase Card for functional area.
- Maintain an organised office environment i.e. appropriate filing systems, use of computer systems. Issue and update the Fire Register.
- Carry out general office duties which may include: Photocopying; faxing; mail distribution; arranging courier services if required.
- Proactively identify and apply efficient ways of working to eliminate non-value added administration tasks
- Liaise with other administration assistants to ensure site needs are met and share best practise.
EXPERIENCE & QUALIFICATIONS
- An administrative/secretarial qualification is desirable.
- An advanced knowledge of Word and intermediate knowledge of PowerPoint and Excel is necessary.
- Ideally candidates will have exposure of working within a multinational and multicultural corporate organisation where they have built relationships across virtual portfolios and supported a portfolio that travels extensively.
- Excellent customer service approach.
- Good organisational skills.
- Ability to prioritise work load and manage customer expectations.
- Experience of working at a professional service partnership is an advantage but not essential.
If you are interested send your CV to admin@adolphusgroup.com or click here to apply online. All applications will be considered but due to volume unfortunately not all will receive responses.
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