The assistant will support the International Business Director (US, Canada, London, Hong Kong) and London) and Manager.
Must maintain strict confidentiality in all dealings.
Interact with Canada, US assistants to arrange meeting times for London based directors and any other administrative matters required
Manage the directors international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours.
Completing and submission Director expense report in an accurate and timely manner (mainly travel expenses)
Preparation, copying, collation, binding and distribution of committee papers and board papers for HOD and directors in a timely manner
Liaise with other international assistants including Europe, Australia, NZ and Canada and Board members
Monitor incoming mail and requests and ensure timely response of directors
Maintain an efficient and accurate filing system for the team both online and hardcopy
Plan, organise functions / meetings / conferences, catering when required
Provide general secretarial duties including word processing, photocopying and facsimiles, document production and tracking system
Provide assistance as required to visiting executives
Verify and approve invoices via email or on Oracle.
Point of contact for any Office Management issues
The nature of the role means that it is office-based.
Person Specification
Advanced skills in Word 7.0, PowerPoint, Excel, MS Outlook. Typing Speed 70 – 80 wpm with an accuracy of 98%.
Extensive experience of organising international travel schedules, arranging and booking international flights (or train travel) and accommodation. Organising any changes to the itinerary if needed while directors are travelling (this often happens and may be out of UK hours)
Good understanding of different time zones – i.e., US & Canada, Hong Kong
Customer Service
Previous experience in a secretarial/administration role dealing with Directors or Managers
Secretarial or relevant work experience
Excellent organisation and administrative skills
Good time management and self-organisational skills with an ability to multi-task and work to deadlines
Excellent interpersonal and communications skills, both written and verbal, with experience of liaising confidently and effectively at all levels
High degree of integrity and confidentiality
Ability to present a professional and positive image of the department at all times, along with a high standard of accuracy and attention to detail
Ability to work effectively in both a team environment and unsupervised
