Provide complex calendar and time management support across time-zones.
Provide travel management support. Plan, book, schedule and prepare full briefing documentation.
Handle and process expenses.
Manage vacation approval requests.
Coordinate and schedule appraisal meetings.
Process joiners and leavers to the team: handle pre-and post-team requirements.
Manage team mailing lists: handle the memberships for all distribution groups
Assist with equipment purchasing for the team.
Meeting and event management. Plan, book and manage all requirements for VIP visits and internal/external meetings. Including scheduling all meetings, minute taking, content gathering for presentations, tracking of meeting action points, managing meeting milestones, managing the project SharePoint, arranging catering, tea/coffee.
Process visitor/lecture requests. Handle pre, during and post visitor/lecture logistics.
Manage general administrative duties. Standard duties to include (but not limited to): preparation of letters, signing of agreements by all parties, fielding telephone calls.
Ensure compliance of internal processes and procedures.
Arrange morale events for the team.
Ideally you will have
Two years proven experience in a senior administration role.
Experience working within a global organisation across multiple time zones would be desirable though not essential.
Previous experience of working within a technological or scientific R&D environment is desirable though not essential.
Excellent planning and organisational skills (ability to multi-task and prioritise).
Excellent communication skills, with excellent written and spoken English.
High sense of urgency and attention to detail.
Strong inter-personal skills.
Ability to manage complex calendars.
Ability to handle highly confidential matters and act with discretion.
Able to work well under pressure and within short time constraints.
Excellent working knowledge of Microsoft Office. Outlook essential.
