Executive Assistant- 9 Month FTC

  • Location:

    Birmingham, West Midlands

  • Sector:

    Office Services

  • Job type:

    Full Time

  • Salary:

    £21000.00 - £23000.00 per annum + pension,

  • Contact:

    Katie Kitson

  • Contact email:

    katie.kitson@search.co.uk

  • Job ref:

    Req/553223

  • Published:

    4 months ago

  • Expiry date:

    2020-03-30

  • Start date:

    ASAP

Search is working with a major player within the finance world in sourcing for an Executive Assistant for a 9 month Fixed-Term contract.
This position is a fantastic opportunity to work for a major finance house and may open options for a more long-term opportunity.

Summary of Role Purpose:

This role provides capability / coverage aligned support to the business, working as a Float, assisting Partners and Directors flexibly across multiple locations. The ability to prioritise, multi-task and work as a team player is key. Previous experience supporting senior stakeholders is required in order for the individual to operate with a high level of confidence and prioritise with limited interaction.

A customer service mindset, effective communication and influencing skills are vital, along with an assertive, proactive and forward thinking approach. Supporting stakeholders, understanding their business priorities and strategy is key to building new advantages.

This is a highly regarded relationship role, demanding a well connected individual to engage in internal and external business activities. To meet demands, a high level of initiative and organisation is required to anticipate workloads/barriers and meet expectations.
The role requires the ability to delegate transactional activities and leverage resources whilst being an Ambassador

Description of the role:

Supporting multiple stakeholders across the business
Ensure a full and proper handover with colleagues
Daily meetings with stakeholders to discuss actions, priorities, expectations and future planning
Provide full diary and inbox management with limited interaction, using knowledge and initiative to anticipate and resolve conflicts
Draft replies to incoming internal and external correspondence
Delegate transactional activity
Event management, coordinate and organise events, conferences and large meetings
Book travel, accommodation and compile detailed itineraries
Make visa applications
Host and entertain key client secretaries to leverage business opportunities
Arrange and attend meetings, take minutes/notes and follow up actions
Make bookings as appropriate
Microsoft Office suite support to stakeholders
Utilise CRM as a key business tool, including managing, updating, reporting and for research
Ensure all filing systems and archive records are accurate and up to date
Provide absence cover to team members
Other adhoc duties as required

Role dimensions
Leadership & Management:

Influence, negotiate and manage conflicting demands
Build trust and strong networks
Seen as an ambassador for change, play an active part in achieving KBS vison
Advocate the use of internal venues and fine dining
Play an active role in driving cost savings e.g. through effective planning of travel
Continuously seek opportunities to embrace technologies which improve our ways of working and that drive efficiencies to day to day activities.

Stakeholder Interaction & challenges:
Be client focused, understand expectations and requirements of stakeholders
Ensure needs of both internal and external clients are met
Excellent interpersonal skills, demonstrate flexibility and resilience
Exercise confidentiality, discretion and personal sensitivity in all aspects of role
Ambassador for self-serve technology; role modelling the use of technology to support day-to-day tasks, as well as aiding stakeholders to embrace new technology-enabled ways of working

Impact, Risk, Accountability & Governance:
Drive customer service culture across KBS, embed customer centric behaviours
Build and maintain collaborative working relationships with all colleagues and clients
Complete all mandatory and risk training
Meet all deadlines during performance development cycle
Live the Company values

In order to be considered for this position you will have the following:
Experience
Essential
5 GCSE's / O Levels or equivalent at grades A - C including Mathematics and English
Desirable
An understanding of the business, structure and organisation
Event management
Expertise / Technical role requirements
Intermediate to advanced skills in Microsoft Word, PowerPoint, Excel and Outlook
Ability to accurately audio and copy type
Ability to minute / note take effectively
A knowledge of internal technology and tools including SAP Concur, SAP Success factors, SAP Finance, CRM, MyPD and
Skills:
Proactive and forward thinking
Maintain client service mind-set
Effective communication skills
Assertive
Highly organised
Ability to delegate transactional activity
Technically fluent and embracer of all new and evolving technologies

Search is an equal opportunities recruiter and we welcome applications from all suitably skilled or qualified applicants, regardless of their race, sex, disability, religion/beliefs, sexual orientation or age.