Executive Assistant to SVP

Job Ref: 50187487
Sector: Support & Administration
Date Added: 21 November 2017
  • London, England
  • £130 - £150 per Day
  • Chay Hedges
  • 0207 654 1052

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Executive Assistant - London - 6 Months - ASAP Start

Executive Assistant

We are looking for a highly organised, self-motivated, detail oriented executive assistant to provide effective diary, travel, expenses and administrative support principally to the Senior Vice President of Efficacy & Research, Global Product, as well as some ad hoc support to the 3 Vice Presidents (of Learning Research & Design, Impact Research, and Efficacy Improvement & Delivery, respectively). There will also be a few ad hoc administrative duties, such as arranging building access for visiting team members or keeping the E&R GP team's handbook up-to-date, and supporting the on-boarding and off-boarding processes when people join or leave the team. This is a full-time, temporary role of 35 hours per week - for 6 months initially, with the possibility of extension - and is based in our London offices in the Strand. The Efficacy & Research, Global Product EA will report to the SVP of Efficacy & Research, Global Product, who currently works virtually in the UK, making periodic trips to the London hub.

MAIN JOB TASKS: -Extensive diary management for SVP across multiple time zones -International travel booking and itineraries for SVP via the online booking tool and/or travel agent (Capita) -Supporting managers in setting up new starters and processing leavers (e.g. set-up / closing of IT accounts and business systems such as corporate card, travel & expenses accounts, ensuring correct IT equipment is sent to new starter / returned by leaver, etc.)

Create/transform presentations and documents into clear, neat and well organised business communications to engage internal/external audiences -General administrative programme support for Efficacy & Research team e.g. room bookings for large cross team meetings -Processing expenses for senior members of the team AD

HOC DUTIES MAY INCLUDE: -Diary, travel and expenses support for 3 VPs -Providing on-boarding support to new starters, e.g. adding new team members to various team meetings, distribution lists, the team handbook, etc. and guiding them (with the help of the team Handbook) in getting set up in work-related systems, such as Amex account - for corporate card - expenses, stationery account (Staples), etc. -Providing off-boarding support to leavers, including helping people return IT equipment, ensuring their ID pass is cancelled / returned to Security, etc. -Ensuring the team's handbook (a guide to the business, team and key administrative processes and procedures) is kept up-to-date and communicating any key changes to the wider GP E&R team -Raising purchase orders and processing invoices via new system, Coupa -Occasional stationery ordering, arranging couriers, raising Facilities calls for maintenance issues, etc., booking meeting rooms (via Concierge or team meeting room Google calendar, meeting/greeting guests, arranging building access, etc.

REQUIRED SKILLS:

  • Experience of effectively handling confidential and sensitive data
  • The ability to quickly master new IT systems (e.g. invoicing, travel booking systems)
  • Intermediate to advanced skills in core Microsoft Office applications (Word, Excel, PowerPoint) and cloud based applications such as Gmail, Google Drive and Google Docs
  • Attention to detail and a high degree of accuracy

DESIRED SKILLS:

  • Experience of working in an open plan environment in a large global organisation
  • Familiar with Oracle E-Business Suite (particularly in relation to expenses)
  • An interest in education and improving people's lives through learning

Executive Assistant - London - 6 Months - ASAP Start

Executive Assistant

We are an equal opportunities employer and welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, gender reassignment, marriage and civil partnerships, pregnancy or maternity or age