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  • Job reference: RMS0193823

Executive Assistant

  • Sector: Commercial
  • Location: England
  • Job type: Contract
  • Date posted: 02/05/2018
  • Duration: 12 months
  • Time left:
    d h m s
    (30/05/18)
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The Role:
Fircroft are seeking an Executive Assistant for a 12 month contract within London

Location: Central London
Working hours: 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 Vice President and Chief Operating Officer, 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.
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 conferences
* 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.

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

* 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).

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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