Executive Assistant at Summit Recruitment and Search

Key Requirements:

• Manage Director’s diary including all internal and external meetings and calls in Microsoft Outlook / TEAMS.
• Accurately capture all time zones, prioritize and re-arrange where necessary.
• Co-ordinate travel arrangements for the Director.
• Process expense claims accurately and in line with company policy.
• Ensure internal database is kept up-to-date and that new contact information is uploaded on a regular basis.
• Coordinate closely with the other PAs as well as those in the broader business support team (BST) and attend weekly Team PA meetings and monthly BST meetings.
• Book lunches and set up the meeting room for lunches as required.
• Ensure all local lisences and permits are obtained and renewed in good time.
• Liaise with landlord on any building maintenance or parking issues.
• Manage and replenish inventory and office set up processes where required.
• Ensure meeting rooms are stocked up with stationery on a daily basis.
• Process invoices in a timely manner and keeping accurate records for audit purpose.
• Provide support for all team events, dinners and meetings.
• Organize and Coordinate large events.

Qualifications

• Must have a bachelor’s degree in Administration or relevant field.
• Must have a minimum of 5 years of experience.
• Must have experience in flight bookings and visa processing for multiple geographies.
• Must have experience in organizing and coordinating large events.
• Excellent spoken and written English.
• Strong communication and team skills.
• Ability to learn new processes, implement new policies and communicate these changes to the team with short notice.
• Willingness to think creatively and take on responsibility.
• Strong diary management experience and exceptional attention to detail.
• Confident, proactive, cheerful and resourceful team player.
• Flexibility, prioritization and ability to work under pressure.
• Excellent organizational skills.
• Absolute integrity, discretion, and a sense of responsibility.
• Proficient computer skills: Windows, Word, Excel and PowerPoint.
• Office 365 and intranet