Executive Assistant and Office Manager - 12month FTC
Executive Assistant and Office Manager - 12month FTC
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Salary Not Disclosed
1 Vacancy
Job Description
The Executive Assistant supports the General Manager in their duties to run the UK&I business and in achieving the highest performance standards including team events managing presentations and budgets as well as normal day to day administrative tasks of running GM office. The EA will also support the Finance and HR Directors with their diaries travel and expenses. The role is also responsible for the Maidenhead Head office facilities. This including liaising with Health and Safety officer appointing fire & first aid warden managing landlord and external contractors.
Responsibilities;
1. Leads the General Managers Office 40
Assist in scheduling meetings events and appointments external and key internal meetings
Manage and maintain calendar ensuring optimal time allocation and scheduling efficiency
Prepare and distribute internal and external correspondence including emails and reports
Coordinate travel arrangements itineraries and accommodations as well as prepare and submit expense reports as needed
Raise POs for relevant expenses timely as needed
Maintain and organise GMs documents files and records
Supports GM with presentations and preparation for meetings as required
Coordinate regional and global visits by aligning agenda with key stakeholders organising the venue transfers lunch/dinner etc.
Provide support in onboarding new Leadership Team members facilitating orientation and other activities
Serve as a liaison between Leadership team members and external stakeholders conveying information accurately and promptly.
2. Supports HR Director and Finance Director with Personal Admin 20
Manages diaries appointments via weekly 121s
Books travel and hotels as required
Supports Directorship admin related to appointments/ admin.
Manages and processes expenses / queries.
Supports elements of onboarding / equipment for new direct reports
3. Facilities management of UK Head Office (Maidenhead) 40
Oversee office supplies inventory order replenishments and maintain supply
Manage office equipment maintenance and repairs including computers printers and other devices; communicate with the landlord representatives when needed
Ensures professional organized and welcoming office environment at all times
Assist in budget planning and tracking for officerelated expenses
Ensure compliance with health and safety regulations in cooperation with plant HSE manager including maintaining emergency protocols and first aid supplies
Collaborate with relevant parties to address any safety concerns or issues
Respond to inquiries from internal and external parties providing assistance and information as required
Foster a positive and collaborative work environment through effective communication and interpersonal skills
Plans/executes office engagement activities including DE&I activation events together with DE&I Council members Social and Gogreen committee.
Qualifications :
- Excellent planning organisation analytical and problemsolving skills
- Selfmotivated highly disciplined
- Attention to details
- Proactive approach ability to manage complex tasks
- Excellent Communications skills
- Influencing skills & Positive attitude
- FMCG experience is a preferred but not essential
- Ability and confidence to build networks at all levels
Additional Information :
#lihybrid
Remote Work :
No
Employment Type :
Fulltime
Employment Type
Full-time
