OFFICE ADMINISTRATOR | ref.MF63
A fantastic new opportunity has arisen with one of our clients as an Office Administrator on a 6-month Full Term Contract. The role will have responsibility for other key tasks such as taking minutes, compiling PowerPoint presentations, arranging workshops, coordinating the ‘Legends’ wall (digital and physical) and coordinating Non-Disclosure Agreements (NDA’s) requests.
In addition to this, where required, the role will contribute to other requests and projects that may be ongoing within the business.
KEY RESPONSIBILITIES INCLUDE
Diary management support to members of the Leadership Team.
Diary management and arranging meetings (internal & external).
Regular diary reviews, restructures and ‘tidy ups.’
Typing and preparing documents/ communications.
Arranging VISA’s, ETA’s, and other documentation required.
Keeping up to date KYC documents and arranging certification.
Ordering and updating professional subscriptions/ memberships.
Printing, scanning and shredding documents.
Filling documents and maintaining a cohesive filing system.
(Back-up/ Cover) Personal Assistance services to the CEO.
Diary management and arranging meetings (internal & external).
Coordinating arrangements for travel, transfers, accommodation & itineraries for trips.
Arranging VISA’s, ETA’s, and other documentation required.
Keeping up to date KYC documents and arranging certification.
Ordering and updating professional subscriptions/ memberships.
Meeting and greeting visitors at all levels of seniority.
Screening phone calls/ emails, enquiries and requests; and handling them where appropriate.
Liaising with internal staff, suppliers and customers.
Printing, scanning and shredding documents.
Filling documents and maintaining a cohesive filing system.
Travel Bookings/ Coordination
Arrange travel for staff, executives, clients and other ad-hoc visitors.
Research best available routes at best available prices, identifying the best and most cost-effective option.
Liaise with the traveller/s offering a choice of options where available and providing guidance.
Confirm reservations, distribute tickets, confirmations, and itineraries to traveller/s.
Provide cover for the Reception desk where required.
Screening & transferring incoming telephone calls.
Management of visitors.
Management of post and couriers.
Dealing with incoming emails and escalating where necessary.
Welcoming new starters to the office.
Order taxis for staff and visitors.
Ad-hoc minutes.
Ad-hoc presentations.
Ad-hoc workshop setup and coordination.
Updating the ‘Legends’ wall (both physical and digital).
Arranging discs and quarterly presentations for ‘Legends’ wall recipients.
Coordination of Signings and Counter Signatures from Exec.
Coordinating Non-Disclosure Agreement (NDA) requests.
Other ad-hoc admin support/ tasks where required.
SKILLS AND EXPERIENCE
Strong organisational skills.
Ability to communicate effectively at all levels.
Excellent written and verbal communication skills.
Ability to multitask and prioritise work.
Ability to work well under pressure.
Time management and ability work to tight deadlines.
Proactive attitude.
Team player.
Personal drive & effectiveness.
Discretion and trustworthiness.
Flexible and adaptable to assist with a variety of tasks.
Ability to develop good working relations.
Extensive administrative experience.
Experience in dealing with customers (internal & external).
Working knowledge of the Microsoft Office Suite (particularly Word, Excel, PowerPoint & Outlook).
Knowledge of business travel and documentation requirements (Visas, ESTA's etc).
Knowledge of organising and maintaining diaries for Exec level.
Experience in attending meetings, taking minutes, and distributing notes.
Experience in compiling PowerPoint presentations.
To discuss the role further or to apply, email your CV to jobs@mckenziefox.com. You can call us on 01624 698900 quoting reference MF63.