EA to Head of Opportunity Markets

ROLE
Our client is looking for an Executive Assistant to support the Head of Opportunity Markets, Director of Business Management & Director of Operations & Finance, Opportunity Markets. The EA will be required to provide full administrative support to all senior management, as stated above. The successful EA will become part of the Executive Support Team and help organise global OMLT meetings, Budget & HY Review meetings and other events. They will also manage Action Tracker.
 

RESPONSIBILITIES

• Full diary management for the Head of OM: pro-actively manage and update the diary daily, liaising with internal and external personnel on meetings and events. Co-ordinating complex meetings across time zones and accepting all invites on Head of OM’s behalf.
• Provide administrative support to the Director of Business Management.
• Provide general administrative support to the Director of Operations & Finance.
• Travel Management: book and confirm all travel arrangements for Head of OM, Director of Business Management & Director of Operations and Finance. This includes flights, transfers, accommodation, visas, car hire etc.
• Organising full meeting schedules overseas and liaising with Global EAs on meetings and meeting space.
• Become a member of the Executive Support Team, which provides flexible administrative support to a number of corporate executives ensuring holidays, illnesses and other absences are covered by at least one other in the team. Some diary management may be required also.
• Raising Purchase Orders, invoicing and creating new vendors. Knowledge of SAP and Concur beneficial.
• Processing and submitting expense claims for Head of OM, Director of Business Management and Director of Operations and Finance.
• Manage action tracker for Head of OM and Director of Business Management. Knowledge of Sharepoint beneficial.
• Booking couriers and cars as required.
• Event Management:  manage and deliver Opportunity Markets Leadership Team within budget; from sourcing venues and negotiating rates to managing legal contracts and NDAs.
   

CANDIDATE
Experience

• Exceptional knowledge of Outlook, Word, Excel and Advanced PowerPoint is a must
• Event organisation experience a plus
• Experience dealing with high level Executives
   

Personal Qualities

• A confident candidate with strong communication skills, both written and verbal
• Clear attention to detail
• Confidentiality and discretion
• Strong organisational skills and the ability to multi-task and prioritise workload
• Good time management and time keeping
• Initiative
• An ability to work both independently and in a team is essential
• Confident working with various time-zones and manage communication on a global basis