To provide dedicated administrative and organisational support to the CEO and team of Directors. This includes co-ordinating multiple calendars, appointments, booking travel arrangements, and preparing confidential itineraries for staff across all companies that report into the UK/EU Headquarters.
Key Accountabilities:
Executive Support and Administrative Tasks: *Manage multiple calendars and appointments for the CEO and Directors, ensuring efficient time management.
*Handle sensitive communication, including phone calls, emails, and correspondence, with a high level of confidentiality.
*Perform day-to-day administrative tasks, such as updating event attendance trackers, booking meeting rooms, greeting visitors, and running errands when necessary.
*Co-ordinate Internal and External meetings. Take minutes, organise supporting resources including any required hospitality needs. Distribute any meeting notes and follow-up action points and where required add to Director’s action lists.
*Assist with managing the CEO and Director’s action lists, prioritising tasks, ensuring and assisting to meet deadlines.
*Consolidate and prepare documents, reports, presentations, and meeting agendas, ensuring accuracy and timely delivery.
*Handle expense reports and credit card statements for the executive team, ensuring accuracy and prompt submission.
*Maintain office presentation and organisation, ensuring visitor space and resources are well managed and that the Director office areas and shared space are well stocked and professionally presented.
*Take primary ownership of the inbound email and manage process for actioning email when unable to handle directly.
*Manage the company Policy Tracker and co-ordination of review and publication.
*Updating of systems and manual data entry to support the business.
Event and Travel Management:

*Organise external meetings and events together with the Relationship Manager. Identify and book venues as well as taking ownership of booking of resources, hospitality and logistics.
*Manage bookings for VIP events, including coordinating travel and ticket arrangements for corporate hospitality events including the current facilitiesat the O2, West Ham and Club Wembley.

*Build rapport with VIPs and any support staff. "Get to know" needs of regular visitors to help pre-empt requests and deliver on any needs based on known preferences.
*Sharing seamlessly with the Relationship Manager, book travel and accommodation for the executive team and staff across all UK-based companies, complying with authorisation guidelines. Preparing and communicating detailed, confidential itineraries.
*Collaborate with the Marketing Director and Sales Director to manage the events calendar and manage invites to company hosted tables and events.
Project Management and Policy Coordination:

*As needed identify, update and create Operating Procedures and instigate any Projects and related areas of responsibility.
*Support the Marketing Director with the creation, updating, and management of marketing materials and event schedules.
*Help manage and maintain documentation related to procedures, companywide process and policy library.
Sustainability and Compliance:

*Continuously support the company’s environmental goals, looking for new opportunities to reduce environmental impact and promote sustainability practices.
*Ensure compliance with company guidelines, policies, and procedures, maintaining high operational standards across the office.
*Proactively share working process and procedures to administrative staff as new areas of the business develop and interface into your day-to-day activities.
?Competencies and Qualifications: Exceptional Organisational Skills: Proven ability to be flexible and manage multiple calendars, prioritise tasks, and handle competing deadlines for multiple directors.
Time Management: Demonstrate efficiency in handling time-sensitive tasks, ensuring deadlines are met and executives are prepared for all engagements.
Discretion and Confidentiality: Ability to handle sensitive information with care, maintaining the utmost confidentiality in all communications and tasks.
Attention to Detail: Meticulous attention to detail, ensuring that documents, spreadsheets, reports, presentations, and itineraries are accurate and professional.
Strong Communication Skills: Excellent verbal and written communication skills, with the ability to liaise professionally with internal and external stakeholders at all levels.
Proactive Approach: Anticipates the needs of the executives and directors, taking initiative to ensure smooth day-to-day operations without needing constant supervision.
Problem Solving: Ability to handle unexpected situations and challenges under pressure, offering practical solutions to issues that arise.
Interpersonal Skills: Adept at building and maintaining strong relationships with colleagues, clients, and external partners.
Multi-tasking Ability: Capable of juggling a wide range of administrative tasks, from scheduling meetings to coordinating large events, while maintaining a high standard of work.
Technologically Proficient: Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint, Teams), with the ability to quickly learn new software or platforms as needed.
?Person Specification:
Personality: Friendly and outgoing personality with a good sense of humour. Responsible attitude, discrete, dependable and punctual. Self-motivated, keen to develop their own skills.
Personal Situation: Able to commute reliably to the Colnbrook Head Office as well as other sites as required from time to time.