Executive Administrative Assistant

Executive Administrative Assistant

Location: Reading Head Office

Responsibilities:

• Coordinate travel schedules, arrange meetings and teleconferences
• Responsible for preparation and timely submission of expense reports as requested by management.
• Participate in the planning, coordination, and preparation of business meetings, luncheons, and dinners involving both internal and external clients, departments and companies (attendance as required).
•  Responsible for taking and distributing internal meeting minutes.
• Assist in the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.
• May be required to serve on internal projects as directed by management.
• Serve as an information source for executive, answering questions, making referrals as required, and conducting required research
• May be required to maintain database to track appropriate departmental information.
• Serve as liaison between others and the Line of Business executive, ensuring appropriate management awareness and involvement in decision making process.
• Assist in the coordination and planning of facility needs (space, equipment, etc).
• Develop and implement an efficient work flow and information tracking/retrieval system across all assigned projects, and maintains/archives files and records.
• When manager is on travel or out of office, may be asked to take the initiative to review, prioritize and make decisions as to what is routine and critical correspondence and email.
• Respond to routine items and forward urgent issues to appropriate individuals.
• Ensure that communications from the Executive’s office to business unit heads are promptly and accurately dispatched.
• Responsible for coordinating and collating content for monthly newsletters and communications to be distributed according to agreed deadlines
• May be requested to produce and maintain process flow charts and organisational charts for department
• Perform other duties as required.

Education and Experience:

• Typically requires 0 - 2 years of prior relevant experience.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable
• individuals with disabilities to perform the essential functions.
• Ability to establish and maintain effective working relationships with co-workers, managers and clients.
• Eligibility to work full-time in the UK