Executive Assistant to Group Director
- Recruiter
- International SOS
- Location
-
London
South East EnglandUnited Kingdom
- Salary
- Competitive
- Posted
- 02 Sep 2022
- Closes
- 30 Sep 2022
- Job Title
- Associate Director
- Category
- Human Resources
- Contract Type
- Permanent
- Hours
- Full Time
Company description:
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Job description:
Essential job duties and responsibilities
The Executive Assistant will work closely with the Group Director, Medical Services Assistance Services and wider Medical & Security Assistance Services team to provide administrative support in order to ensure the efficient and effective performance of the individuals, team and overall function.
Responsibilities:
• Assist in scheduling meetings, booking meeting rooms, arranging visitor passes, printing collateral, organizing catering and arranging IT support if required • Organise programmes, events, meetings or conferences in any global location by arranging facilities and caterers, issue information or invitations, coordinate speakers and control budget• Prepare agendas, notices and minutes • Arrange business travel related logistics (flights, accommodation, transport, visas) as and when required • Prepare monthly expense reports• Coordinate leave requests, approvals and tracking of utilisation• Coordinate all office facilities related matters relating to Medical & Security Assistance Services HQ team• Assist with staff inductions and onboarding• Create, maintain and update intranet, databases and spreadsheet files• Create, update and maintain MSAS organisation charts • In the absence of the executives, redirect queries from clients and employees and/or advise as appropriate • Perform other duties as assigned
Qualification
Requirements:
• Microsoft Outlook (ideally MS365), PowerPoint, Excel skills and ideally Visio and Sharepoint• Organisational and administrative experience• Ability to multi–task, prioritise daily and work in a fast–paced sometimes pressurised environment• Excellent verbal and written communication skills• Advanced calendar management as well as domestic and international travel arrangements skills• Time management skills • Ability to work autonomously • Strong attention to detail • Strong and demonstrated problem solving skills• Ability to produce high quality work whilst working towards deadlines and handling multiple priorities• Ability to maintain confidentiality
Required Competencies
• Planning & Organising. Sets clearly defined objectives; Plans activities and projects well in advance and takes account of possible changing circumstances; Manages time effectively; Identifies and organises resources needed to accomplish tasks; Monitors performance against deadlines and milestones.
• Working with People. Demonstrates an interest in and understanding of others; Adapts to the team and builds team spirit; Recognises and rewards the contribution of others; Listens, consults others and communicates proactively; Supports and cares for others; Develops and openly communicates self–insight.
• Resilience. Works productively in a pressurised environment; Manages emotions under control during difficult situations; Balances the demands of a work life and a personal life; Maintains a positive outlook at work; Handles criticism well and learns from it.
• Flexibility. Adapts to changing circumstances; Accepts new ideas and change initiatives; Adapts interpersonal style to suit different people or situations; Shows respect and sensitivity towards cultural differences; Deals with ambiguity, making positive use of the opportunities it presents.
Required Work Experience • Experience in a professional services company is preferred• Experience in a matrix organisation is preferred• Bachelor s degree (or equivalent) preferred but not essential• Excellent written and spoken English
Travel / Rotation Requirements • Occasional travel required to support face to face global team meetings and conferences