ADMINISTRATIVE ASSISTANT BIRMINGHAM

Management Solutions; Birmingham; On-site; GBP 25,000 - 45,000; Full time

Job description

Administration: Provide administrative executive support to Management controlling and registering of expenses, including the request and registry of checks. Support the MIS process: feed information into the systems periodically, reconcile management and accounting information, support the information flow to the headquarters. Support employees in the time and expenses reporting processes. General administrative responsibilities: office reception desk, calls, mailing, shipping, filing and copying. Manage procurement of all office supplies, equipment and furniture. Monitor and control office supplies and hardware. Support relationship with outsourcers and vendors (CPA, lawyer, training companies, real-estate brokers, insurance brokers and companies, etc.). Filing and maintenance of contracts (clients, office, provider, vendors, etc.) and activation of renewal processes. Support relationship with clients: meeting arrangement, invoice process.

Human Resources: Support personnel recruiting process: contact with Universities, arrange meetings with candidates and update Human Resources Data Bases. Collaborate in “welcome process” for new hires. Support training activities; manage process related to internal “library” and available training documentation.

Marketing: Organization of meetings and seminars relating to the Financial Industry: contact assistance and follow up, hotel services, catering, etc. Organization of yearly corporate events (Christmas dinner, USA yearly meetings, etc.). Support to the execution of Social Action activities.

Travel: Manage contacts with hotels, apartment owners, flights and trains booking agencies. Search for best offers ensuring the application of corporate policies. Execution of reservations and bookings.

Requirements:

• Fluent English, conversational Spanish.
• Strong verbal and written communication skills. Ability to effectively negotiate with customers, vendors, and internal staff.
• Proven organizational skills with extremely strong attention to detail.
• Positive attitude, be energetic, enthusiastic, and able to manage own time.
• Proven ability to work simultaneously on multiple tasks, problem solve, and be a self-starter.
• Manage confidential information and activity with extreme professionalism.
• Strong skills and expertise in Microsoft Office.
• Previous experience in office management and administrative tasks.

We Offer:

• Employment contract with attractive conditions and competitive benefits.
• We offer the opportunity to join a firm that provides everything necessary for maximum professional development.
• Growth and learning in international environments.
• Integration into an extraordinary team of professionals, whose values and corporate culture are a benchmark in the industry.

Ongoing training plan: Specialist knowledge courses, external expert courses, professional skills courses, and language courses. Last year our staff as a whole received over 375,000 hours of training spanning more than 575 courses.

Clearly defined career plan: Internal promotion based solely on merit. Partnership-based management model offers all professionals the opportunity to become part of the Firm’s group of partners.

Complementary experiences:

• University: we maintain a close relationship with the world’s most prestigious universities.
• Social Action: we organize more than 30 community support activities.
• Sports Club: internal and external tournaments.