Executive Assistant (Float)

Executive Assistant (Float)
Birmingham

9 month FTC- full time

Overview:

We are part of a global network of firms that offers Audit, Tax, Pensions & Legal, Consulting, Deal Advisory and Technology services. Through the talent of over 16,000 colleagues, we bring our creativity and insight to our clients' most critical challenges.
As a firm we help our clients navigate their biggest issues and opportunities. We aim to be universally recognised as a great place for great people to do their best work - a firm known for our collaborative and inclusive culture. And we will take pride in driving lasting, positive change in society.
With offices across the UK, we work with everyone from small start-ups and individuals to major multinationals, in virtually every industry imaginable. Our work is often complex, yet our vision is simple: to be the clear choice for our clients, for our people and for the communities we work in.
Capability/Service

The Role
1. 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
    • 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

  • 3.1. 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 the 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.

    3.2. 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

    3.3. Impact, Risk, Accountability & Governance:

    • Drive customer service culture, 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 Values

    The Person

    4.1. 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

    4.2. 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, Coupa, Skype, Teams, NowSpace, would be advantageous

    Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

    By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explains how we will use your information - please copy and paste the following link in to your browser: https://www.office-angels.com/candidate-privacy

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    Job Overview

    Date Posted:

    Posted 1 month ago

    Expiration Date:

    04/04/2020

    Location:

    Birmingham

    Job Type:

    Contract

    Salary:

    Up to £24000.00 per annum

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