Administration Assistant

• Assist in the creation of documents and meeting packs under the guidance of the EA to the OMP/Operations Manager, ie preparation of meeting agendas;
• Professionally answer / redirect calls including communication of phone messages ensuring all relevant details are conveyed to the recipient;
• Completion of Credit Card Statements and Cash Expenses for Executive Area;
• Daily support in relation to meetings and appointments, ensuring accuracy and efficiency (ie room / venue bookings, catering, relevant documentation and any other requirements);
• General administration duties – including copying, binding, archiving, mail, arranging deliveries;
• To maintain an effective filing and archiving system (including electronic), and to ensure filing is completed in an accurate and timely manner;
• Assist in the organisation of events / functions including conferences;
• Organisation of travel and accommodation for the Executive Area;
• Provide general assistance with the administration of the Executive Area;
• Support the OMP in their role by assisting with billing, bank confirmations and other ad hoc duties.
• Completion of timesheets on a weekly basis for the OMP;
• Updating and creating OMP Opportunities, Wins and Clients in APS (CRM);
• Updating of OMP contacts in Outlook and updating APS (CRM) with relevant activity;
• Updating of the OMP’s diary upon request, plus ensuring meeting rooms have been booked (where appropriate) and catering organised (if required);
• Updating and collation of monthly newsletter;
• Updating of presentations in preparation of various internal meetings;

• Professional approach to work, maintaining total discretion and confidentiality. Acts with honesty and integrity;
• Pro-active;
• Ability to communicate effectively both verbally and in writing;
• Ability to multi-task effectively;
• Ability to develop positive relationships with key stakeholders;
• Committed to delivering an excellent level of internal and external client service;
• Able to act on own initiative, and demonstrate a proactive and independent approach to duties. Has a ‘can do’, enthusiastic and positive attitude;
• Good team working ethic, with a collaborative approach to business unit operations;
• Is attentive to detail and quality; able to spot duplications, inconsistencies and errors in work;
• Actively listens and accurately follows instructions; knows when to probe and ask further questions to finalise work.

• 1-2 years’ administration experience in a corporate environment, preferably in a team environment;
• Intermediate IT skills and knowledge of the Microsoft Office suite;
• 50-60+ wpm typing speed;
• Secretarial or business administration qualification preferred.

BDO