Reporting to the CEO, this position is responsible for providing administrative support to the Executive Leadership Team as well as other individuals as needed. This role will be part time, with 24 hours per week, hours can be flexible with recommended working day from 10am – 2:30pm Mon – Fri with flexibility including hybrid working.
Performs complicated, diversified, and confidential administrative duties. Requires broad and comprehensive experience, skill and knowledge of organisation policies, practices, and procedures. Requires a high level of tact and integrity due to the great frequency of senior-level internal and external contacts and regular exposure to confidential data. Relies on expertise and judgement to plan and accomplish goals. Performs a variety of tasks and works with minimal supervision as stakeholders are regularly travelling. A high degree of creativity, latitude and judgement is required.
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Principle Duties and Responsibilities
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Co-ordinating Customers/Supplier Visits for ET.
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Maintaining the ET SharePoint filing.
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Prepares confidential and general work. Prepares draft and final copies of documents. Assembles and prepares material for presentations and meetings, including backup material.
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Processing expenses.
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Prepares minutes of meetings and general communications.
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Responsible for coordinating and gathering information and data across broad cross-functional teams.
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Schedules appointments and maintains calendar for meetings and reports. Coordinates and arranges meetings, prepares agendas and reserves facilities both nationally across the UK and in international locations. Involving negotiations with suppliers and finalising meeting contracts.
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Arranges travel (domestic and international), hotels, vehicle hire and other reservations. Organisation of visa requirements for travelling may be required.
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Tracks schedules
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Coordinate events, seminars, and workshops held in Newbury and other locations, including internationally.
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Knowledge, Skills and Abilities
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Proven discretion with highly confidential information/documents.
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Must have the ability to manage diverse volume of work and manage appropriate priorities which involve a high frequency of change.
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Exceptional stakeholder management at executive level
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High levels attention to detail, accuracy, and professionalism.
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Strong computer skills including expertise in Microsoft Word, Excel, PowerPoint and Outlook preferred.
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Strong interpersonal skills.
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Highly confidential. Must have high degree of integrity, discretion and judgement.
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Education and Experience
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Background in administration or business field preferred.
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Similar industry working environment is highly desirable.
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Polished professional communication skills and personal presentation.
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Significant experience in a comparative position working with multiple senior stakeholders at executive level.
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Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
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