Executive Assistant
Executive Assistant
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Job Description
1 - Managing Diary
- Establish and maintain a sustainable daily weekly and monthly rhythm
- Check with meeting organisers if there will be papers and if Ill need a pre-meeting slot to read them
- Use knowledge and judgement to proactively manage diary clashes
- Maintain a forward view of VPs diary
- At the end/ start of each week ensure the overall week supports the agreed rhythm unless there are exceptional circumstances.
- Ensure regular meetings are scheduled (and rescheduled) for direct reports and stakeholders
2 - Administration
- Order and organise Microsoft Teams for Marketing VPs
- Act as a liaison and facilitator and first point of contact
- Liaise with internal and external stakeholders to arrange meetings hold dates for events and co-ordinate business as usual activities
- Manage the Divisional Office e.g. facility issues lockers ad hoc issues stationery orders and Purchasing Card payments
- Meeting management i.e. draft and manage agendas / actions / minutes / meeting governance & cadence for the VP office.
- Oversee the coordination planning and execution of the Monthly Townhall meetings
- Be the business partner to our Facilities partners managing the floor plan / desk families and floor management in the Paddington office
3 Emails
- Prioritise emails/ requests and filter/escalate information as appropriate and email distribution lists
4 - Support Travel and Expenses
- Action and approve expenses on behalf of the VPs
- Manage complex travel itineraries for the VPs arranging travel across markets
This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.
Qualifications :
- Proven ability to build credible-long term effective working relationships both internally and externally
- Strong time management and organizational skills
- Approaches problems with a can-do attitude never believing solutions are impossible to formulate
- Ability to work in fast-paced environment
- Proficient with Microsoft Power Point Excel Word and Outlook
- Strong communication including writing interpersonal and presentation skills
- Self-motivated highly organized and detail oriented
- Excellent organisational skills
Additional Information :
Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race color religion sex national origin sexual orientation gender identity disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.
Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
