Personal Assistant - Inside IR35
We are looking for an exceptional, experienced Personal Assistanton a temporary basis to support some of the senior leadership team. The scope of the role is global with multiple stakeholders across multiple divisions within the company.
Location: 2-3 days in London Victoria
Length initial 3 months
The role needs a tenacious, emotionally resilient self-starter with a passion for customer service. You will be expected to work with, and collaborate across, multiple functions and projects, working to ensure all are aligned and delivering effectively. You will enjoy working in a busy environment that is fast paced and constantly changing. You must thrive when it comes to challenges, solving impossible problems and push to drive process efficiency. You need to be comfortable with some organisational chaos and continuous change.
Key responsibilities of the role
- Diary, travel and expenses management
- Manage complex diary across a number of time zones, arranging both internal and external meetings and, when required, collate and issue agendas. Organise global conference calls - both audio and video as necessary. Book meeting rooms using the Condeco system, including refreshments. Notify Front of House (FoH) of external visitors.
- Manage travel requirements, booking travel & accommodation through the travel portal
- Manage expense claims in a timely fashion through expense systems.
- Manage the processing of POs and invoices via SAP and Oracle (online systems) for all items referred in a timely manner
- Management of recruitment and onboarding for all hires (perm and contract)
- Manage the recruitment and onboarding activities for any roles reporting directly to the including coordination of necessary paperwork, facilitation of selection processes and management of IT onboarding.
- Collate monthly report submissions from department heads (template to be defined) and consolidate into reports for submission.
- Maintenance of team Content on Portal; preparation & coordination of comms material to be distributed to the team eg. monthly newsletter
- Other general support and administrative activities as required from time to time
Qualifications
Advanced proficiency with Microsoft Office and Sharepoint
- Excellent time management and planning skills. Resourceful and detail orientated
- Ability to work autonomously and remotely from line manager and wider team
- Excellent communication skills, both verbal and written
- High standards of accuracy, quality and attention to detail.
- Strong time management skills and ability to prioritise and work effectively under pressure without compromising quality whilst meeting tight deadlines.
- Enthusiastic, confident, outgoing "people-orientated" personality required - able to liaise with people to achieve work goals whilst enhancing relationships.
- Ability to keep information organised and confidential; integrity, tact and diplomacy skills
- Experience of managing Processes and promoting continuous improvement
- High-energy, robust and resilient, able to perform well and remain calm under pressure
- You must be able to commit to travelling into the office on a weekly basis - this is non negotiable
Carbon60, Lorien & SRG - The Impellam Group STEM Portfolio are acting as an Employment Business in relation to this vacancy.