JOBCENTRE ONLINE

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JOBCENTRE ONLINE

JOB OFFERS IN NORTHERN IRELAND More »

JOBCENTRE ONLINE

JOB OFFERS IN NORTHERN IRELAND More »

JOBCENTRE ONLINE

JOB OFFERS IN NORTHERN IRELAND More »

 

Executive Assistant

Executive Assistant (6 Month Contract)

Grafton are recruiting for an experienced Executive Assistant on behalf of our client, a leading professional services organisation. You will provide proactive and high quality assistance to a portfolio of Partners/Directors.

Responsibilities:

• Act as an ambassador and first point of contact for allocated Partners/Directors.
• Develop and maintain internal and external networks, building knowledge of key issues in order to effectively identify and communicate priorities.
• Build strong relationships with clients and their PA’s identifying opportunities to enhance company reputation.
• Provide comprehensive diary management, having full autonomy to make decisions using initiative to resolve conflicts and exercise judgment on priorities.
• Proactively monitor meeting attendance, taking ownership to ensure enquiries and issues are appropriately delegated and resolved effectively.
• Facilitate all logistical arrangements and ensure all documentation is prepared in advance of meetings.
• Proactive itinerary planning, researching and considering reasonable alternative cost effective travel.
• Maximising cost reduction opportunities, utilising preferred travel provider in line with travel and expenses policy.
• Manage communications, monitor emails, post and calls taking appropriate action, escalating or delegating accordingly.
• Proofread and sense check all communications and documentation, complying with brand and risk procedures.
• Project manage large and complex events ensuring compliance with policies and liaising with procurement, risk management, health and safety and all other relevant teams.
• Facilitate all logistical arrangements and attend events as required, proactively ensuring relevant documentation is available.
• Manage budget and effectively negotiate costs.
• Prepare and submit timesheets.
• Collate and process expenses and invoices ensuring compliance with policy and approval process.
• Reconcile credit card/bank statements with receipts as appropriate.
• Maintain client contact and relationship databases.
• Provide ad hoc project support.
• Meet and greet visitors to offices.
• Provide cover for colleagues during absences as appropriate.

Person Specification:

• Experience in a corporate professional services environment is preferred.
• The confidence to engage with senior/high profile contacts and clients and their teams.
• Attention to detail and ownership for the delivery of high quality work.
• Ability to build relationships across diverse teams both locally and globally.
• Ability to work as part of a team, ensuring seamless service to the firm and clients.
• Confident with the ability to use own judgment and make decisions in order to prioritise, challenge, negotiate and influence.
• The ability to plan ahead and anticipate potential problems.
• Strong organisational skills with ability to prioritise a busy and often conflicting workload.
• A flexible and professional approach, remaining calm under pressure.
• Broad knowledge of Microsoft Office packages.
• Lotus Notes knowledge is an advantage.
• Knowledge of time zones and best means of travel between multinational locations.