Team Assistant

This role coordinates and provide administration support across the business. This includes office management travel coordination diary management of the leadership team.

Key responsibilities:

1. Office Management

• Manage electronic diary for MANAGER including screening meeting requests scheduling meetings/appointments establishing priorities.
• Process office and MANAGER expenses in Concur.
• Ensure programme schedules and itineraries are issued in timely fashion.
• Book/screen telephone calls; use discretion to route/forward incoming calls/queries as appropriate
• Handle incoming/outgoing communications (e.g. mail email fax telephone etc) using initiative to deal with or forward or abort as necessary.
• Coordinate tasks for the day to day running of the office (support contractors stationery facilities etc.)
• Handle budget coding of invoices petty cash/travel vouchers in respect of appropriate budget targets.
• Provide any ad hoc support for the team and consultants as and when required.

2. Health & Safety

• Key Health and Safety representative.
• Maintain a secure office environment (including ensuring digital and physical security protocols are followed).
• Sit on H&S committee and Safety & Sustainable Development Meetings (Anglo American/DeBeers).
• Maintain record of First Aiders Fire Marshalls and Mental Health First Aiders at BUSINESS AREA and coordinates training when needed.

3. Organisation/Co-ordination of Meetings/Events

• Coordinate and manage team meetings. Prepare agenda and when required record and issue minutes and actions.
• Coordinate meetings interviews teleconferences as requested by MANAGER and the team across multiple time zones.
• Provide annual management meeting schedule for the management team and Quarterly Board meetings with ExCo.
• Find and book venues for meetings and events set-up electronic equipment.

4. Making and Monitoring Travel Arrangements for the Team

• Manage coordinate and book travel for team members.
• Concur champion advise on processing expenses and travel.
• Plan and coordinate visits to sites for senior management team and consultants (including any reservations catering etc) in UK and abroad.
• Liaise with travel agents to arrange international flights transfers and accommodation.
• Organise transport to and from meetings/functions/airports in UK.

5. Additional Responsibilities

• Establish and maintain good working relationships with Senior Management other departments and business units to facilitate effective running of team activities.
• Collaborate and partner with IM Health & Safety and Facilities on a group level.

Qualifications :

Excellent IT systems and office management skills.

A track record of working at a senior level.

Experience of working in a global environment would be preferable.

Experience of extensive global travel arranging complex itineraries and visa requirements.

Intermediate/Advanced skills across the Microsoft Office suite.

Ability to problem solve with information at their disposal.

Maintains confidentiality at all times.

Ability to manage internal stakeholders to achieve objectives.

Time management: Prioritise structure work & effectively manage time.

Excellent communicator with the abaility to communicate at all levels across the business and externally.

Ability to work independently using own initiative and taking a flexible approach.

Effective communicator with good skills of persuasion tact and diplomacy.

Work collaboratively with colleagues to achieve shared goals Build strong personal and effective working relationships.

Work self-sufficiently with great attention to detail.

Additional Information :

• A great working environment
• Fantastic pension scheme
• We have up to 25 days of holiday with the opportunity to buy or sell 5 more days
• Private Healthcare
• Mental health is a top priority for De Beers Group
• We offer free subscription to Headspace and have mental health first aider
• Competitive salary
• Free on-site gym & classes
• Free breakfast and lunch at on-site staff restaurant
• Your Choice membership discounts
• Employee share schemes 
• Staff discount
• Flexible benefits package 

Who we are

De Beers Group is a company with a rich history and a sparkling future. Since 1888 our experts have searched the world for natures most precious gem. Our diamonds bring beauty to the world. But we think they can do so much more. We want our diamonds and our business to make life brilliant for our people our customers and the world around us. Venetia Mine is part of De Beers Group Managed Operations Business which integrates mines operations and support functions in the De Beers Group producer countries of Canada and South Africa to shape a safe sustainable future for De Beers Groups people shareholders communities and partners.

Safety

Safety first is a way of life for us. We are unconditional about the safety health and well-being of our colleagues at work and at home and about that of the communities where we work. We aim to lead the industry by investing in innovation to protect people who are at the heart of our business. Our high performing teams take accountability for their own and others actions work collaboratively and always show care and respect.

Inclusion & Diversity

We are committed to promoting an inclusive and diverse workplace where we value and respect every colleague for who they are. We provide equality of opportunity to enable everyone to fulfil their potential. Referrals incentive applicable: This opportunity is open to a paid referral incentive according to the Referral Policy. Referral incentives are applicable to De Beers Group internal employees only.  

Background Checks

Successful candidates will be required to complete background screening which may include a criminal check and validation of qualifications.

Remote Work :

No

Employment Type :

Full-time