Administrative Assistant

Job description

The ideal candidate will provide top-level assistance for high level executives. They should be well-organised and be comfortable scheduling meetings and responding to emails on the executive’s behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

· Providing complete and confidential assistance, support and administration services to the Managing Director and members of the Hale Engineering Executive team

· Make sure that invoices, purchase orders, parts orders are in order and sent/received timely

· Act as the point of contact among executives, employees, clients and other external partners

· Rack daily expenses and prepare weekly, monthly or quarterly reports

· Timesheet management and supporting the team to keep things rolling, and invoice processing

· Complex diary management across several teams in different locations. Arranging internal and external meetings (including video / conference calls) and events.

· Format information for internal and external communication – memos, emails, presentations, reports

· Screen and direct phone calls and distribute correspondence

· Booking travel and accommodation in accordance with diary requirements. Completing and compiling routine reports, presentations and documents.

· IT management for meetings and conference calls.

· Ad hoc administrative support to Non-Executive directors when required.

· Office management including: managing and ordering stationary and kitchen supplies when needed.

· Flexible and able to handle ad hoc issues that may arise outside of core business hours

Qualifications

  • Bachelor’s degree or equivalent experience
  • Proficient in Microsoft Office suite
  • Experience in managing multiple priorities, administrative coordination, and logistics
  • Well-organized, detail-oriented, ability to multi-task with great follow-up skills
  • Strong written and verbal communication skills

Location: London/WFH