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  • Job reference: RMS0182765

Executive Assistant

  • Sector: Commercial
  • Location: South East London, London
  • Job type: Permanent
  • Date posted: 25/07/2017
  • Duration: permanent
  • Time left:
    d h m s
    (22/08/17)
This vacancy has now expired.

The Role:
Fircroft are seeking an Executive Assistant to be based in Central London

Type of role: Permanent
Working Pattern: Monday-Friday (8am-5pm)
Salary: TBC

This position is for an Executive Assistant who will be required to provide support to 2 Executives within the London Headquarters. The EA's main responsibility will be to provide support to the Senior Executives, which includes international travel, visa arranging, scheduling and coordination of diaries and meetings.
This position will suit someone who has the ability to work in a quiet environment that offers both busy and quiet periods. The successful person must be self-motivated and self-driven to work during the very quiet periods; and demonstrate their initiative skills by being proactive and willing to assist others when needed.

Principal Duties and Responsibilities
Arranging international travel including flights, car transfers, hotels
Arranging a wide range of visas and passport renewals for international travel
Arrange and co-ordinate meetings via video conference, teleconference and face to face
Dealing with different time zones to arrange meetings
Create and analyse expense reports
Maintain executives tax records
Arrange lunch and dinner meetings
Diary management
Assist in meeting set ups
Research activity as and when necessary
Establishes, maintains, processes, and updates routine and sometimes confidential files, records and/or other documents.
Establishes and maintains departments and directors hard copy files in accordance with the Company's Document and Records Retention and Disposal Standard.
Greets and directs visitors, as and when appropriate
Resolves routine administrative problems and answers inquiries concerning activities and operations of departments
Accepts, screens, and routes telephone calls, maintains log of inquiries as required.
Sorts, screens, and distributes incoming and outgoing mail
Drafts or prepares responses to routine inquiries
Arranges meetings and conference
Provide administrative assistance wherever called upon.
Assists with the smooth operations of whatever projects or duties are needed.
Handles multiple tasks, with multiple managers, simultaneously to achieve goals.
Communicates with many people in an efficient and timely manner.

Can do attitude.
Work effectively alone or as part of a team on projects.
Ability to maintain organization in a changing environment.
Ability to multi-task and establish priorities.
Available and willingness to travel to such locations and with such frequency as the employer determines is necessary or desirable to meet its business needs.
Committed to a high standard of safety and will and able to comply with all safety laws and all of the employer's safety policies and rules. Must be willing to report safety violations and potential safety violations to appropriate supervisory or management personnel.
Effective communication, team working and organizational skills. Good interpersonal skills.
Excellent conflict resolution skills and be able to diplomatically handle confrontation.
Exercise sound judgments and make decisions in a manner consistent with the essential job functions.
Maintain flexible attitude and approach towards assignments and successfully operate under ambiguous guidelines.
Maintain regular and acceptable attendance at such level as is determined in the employer's sole discretion.
PC proficiency required. Working knowledge of current Microsoft Office software suite version.
Perform duties onsite, except those job duties which are customarily or by their nature performed offsite (such as off-site meetings with customers at their request or for marketing purposes, making deliveries to designated destinations, travelling to field offices to meet with superiors/peers/subordinates or attend/conduct training, etc).

Essential Skills / Qualifications:
Minimum Requirements for this position
Previous experience in a similar role within a large corporate company in the private sector.
3-4 years' experience in a similar role.
Previous experience in liaising with high level executives
Solid CV showing stability within a company.
Experience in dealing with highly sensitive and confidential information.
Ability to gather and analyse/synthesize data, confirming its accuracy and adequacy as an integral part of the collective analysis/synthesis process.
Proficiency in Microsoft Excel at an advanced level
Excellent knowledge of central London
Immaculate presentation and articulate.
Ability to process a high volume of work and meet tight deadlines
Committed and reliable
Have a proactive approach
Self-motivated and self-driven

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

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