Business Support Executive

One of the world's largest airline groups, with a fleet of over 500 aircraft flying to more than 250 destinations. A company who are committed to providing exceptional service and creating memorable experiences for their passengers.

The Role

Hays are recruiting for an exciting opportunity for a Executive Assistant to join our client on a short temporary assignment for an approximate duration of 6 months who will be responsible for overseeing all aspects of office administration and ensure the smooth running of our London/Madrid office.

• Go-to person for Administrative related questions for GBS employees based in UK/ES
• Supports all responsibilities related to making the IAG GBS floorplates in Spain and London (NEO, LMZ, Orient 1B and Orient 2B) a great place to work (complying with Health and Safety and Work from Office policies)
• Managing professional cooperation with Landlord maintenance and security teams, cleaning service, building reception for respective areas
• Managing the IPSI MC diary, including scheduling meetings, inviting attendees, and liaising with EAs across the IAG group and other contacts.
• SAP Ariba (CFS) - PO-management including vendor registration, PO creation, GR receipt, Invoice processing and monitoring overdue invoices
• Workspace optimisation for all departments including moves and refurbishments for respective areas
• Managing office administration (office materials and hardware, invoice vs. deliveries checks)
• Managing onboarding and offboarding of IAG GBS employees including Office tours, IT Setup (SIM registration, PingID, VPN request)
• Access card management (AENA, Gesticard for Spain)
• Providing Workday support for the IPSI MC representative
• Meeting Rooms booking support including calendar review, setting up the rooms, refreshments deliveries
• Host of office and welcoming external Visitors (Visitor registration – IB Sec, WTS pass)
• Car parking management for employees and external Visitors
• Service Now and Desk Booking App focal point
• Social Events and in-house celebrations organization

Skills and Qualifications:

• Fluent English (both written and verbal)
• Advanced knowledge of Microsoft Word, Excel, Outlook and PowerPoint
• Excellent verbal and written communication skills; ability to effectively interact with people at all levels in an international environment
• Strategic thinker and problem solver with exceptional organizational and time management skills
• Flexible self-starter with enthusiasm and “can do” mentality to manage a variety of projects and activities
• Process driven with a proactive, structured approach and a high level of attention to detail
• Punctual, able to work under pressure and meet deadlines
• Hands-on and able to work independently
• Flexibility with start/finish times

What next?

If you are interested in this role, click 'apply now' to forward an up-to-date copy of your CV.

Seniority level

Not Applicable

Employment type

Contract

Job function

Administrative

Industries

Office Administration and Executive Offices