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Executive/Team Administrator


London - North West
up to £200 per day
Temporary
Job Reference
252623/001

  • Assist in all areas of day to day duties through the provision of ad hoc administrative support to ensure the team works effectively.

  • Manage and co-ordinate the Client Director's diary of internal and external meetings, including all professional engagements and any other appointments, liaising with other administrative staff as required to arrange meetings with the Board and Executive and other key stakeholders to ensure effective use of time.

  • Prepare briefing packs, meeting papers and all other documentation, chasing up and co-ordinating responses as required by the Client Director, to ensure meetings run smoothly.

  • Format presentations for use in meetings to create clear and high impact presentations.

  • File all documentation effectively to ensure ease of access as required.

  • Manage all travel and accommodation requirements for the team effectively and within guidelines.

  • Act as first point of contact for all enquiries for information from the Client Director and Campus teams, redirecting and responding as appropriate, and ensuring that all other tasks are completed to a high standard as required. Monitor the Client Director's mailbox, prioritising issues to be dealt with for their attention.

  • Undertake secretariat duties for key meetings chaired by the Client Director, including producing minutes, maintaining an action log and forward agenda.

  • Manage projects as assigned through to completion, for example, organisation of events on behalf of the Client Director.

REQUIRED CRITERIA

SKILLS

  • Strong IT skills including the full use of MS Office suite

  • Excellent relationship building skills with the ability to manage internal and external stakeholders in relation to requests for meetings

KNOWLEDGE

  • Expert diary management skills with an in depth understanding of the complexities in managing a demanding schedule of engagements

TYPE OF EXPERIENCE

  • Experience of providing in depth administrative support

  • Experience of managing senior stakeholders

  • Experience of managing a diary where there are competing demands and priorities

  • Experience of using the MS Office Suite (Word, Excel, Outlook, PowerPoint)

  • Experience of dealing with confidential and sensitive information

BEHAVIOURAL COMPETENCIES

  • Engagement and Influential Communication: Communicate appropriately with a range of people, understanding different perspectives and adapting communication style to have a positive impact

  • Results Orientated: Demonstrate energy and commitment

  • Manage Change & Ambiguity: Demonstrate resilience and the ability to implement and adapt to change

6. DECISION MAKING

The post holder can decide the following:

  • Diary appointments

  • Presentations of documents and presentations

  • When to chase

The following decisions are referred for approval:

  • Financial decisions

Working with a multi-disciplined project team and delivery partners

  • Supporting the Project Director responsible for a project valued at £2.1bn

Administrators and PA's

  • Co-ordinating with ?? and external stakeholder team administrators and PAs.

  • Co-working with internal teams including commercial, environment, land and property, logistics, utilities, engineering within a matrix structure

9. COMPLEXITY

  • Management of diary which has multiple demands and conflicting priorities

  • Operating in an environment that can change at short notice


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