Executive Admin Assistant

Executive Admin Assistant

12 Month Contract (Initial)

Location: Chester

Working Arrangement: Hybrid Working

Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.

We are happy to be recruiting for one of our high-profile Banking clients. They are currently looking for an Executive Admin Assistant to join them for an initial 12-month contract. However, there may be scope for extension or even a more permanent opportunity.

Job Description:

As an Administrative Assistant, you will be performing diverse and confidential administrative support functions. This role will serve as the office manager for the Global Information Security Chester office as well as an Administrative Assistant providing travel, calendar, and expense management support to 2-3 executives.

Role Overview:

This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.

Office Manager Responsibilities include but are not limited to:

1. Meet and greet new hires and visitors for site tours
2. Managing physical site access
3. Management and procurement of office technology and general office supply inventories (headsets, hardware, pens, paper, snacks, etc.)
4. On-site event coordination (scheduling space, ordering catering, event setup and breakdown)
5. Conduct regular site inspections to ensure the space/facility is clean and facility equipment is operating as expected
6. Coordinate and oversee the completion of any facility maintenance requests as well as technology support tickets

Administrative Support Responsibilities include but are not limited to:

1. Travel coordination (hotel, flight, transportation bookings)
2. Expense collection submission (data entry and coding for submission)
3. Dynamic calendar management (negotiating and delegating meeting events)
4. Coordination of employee engagement events hosted by the executive or their leadership (townhalls, all hands, off-site, team building events, happy hours, etc.)

Prior Experience needed:

1. Travel, expense, and calendar management
2. Office Management

Desirable & Technical experience:

1. Prior Executive Administrative Support (preferably supporting 2+ executives at once)
2. Microsoft Outlook
3. Concur

Qualities of the Ideal Candidate:

1. Calm disposition yet can operate with a sense of urgency
2. Organized and understands how to prioritize asks/needs
3. Proactive planning and attention to detail
4. Professional written and verbal communication
5. Willing to clarify an ask or communicate difficult information while remaining professional
6. Quickly develop relationships and build rapport
7. Positive and resourceful attitude

Location:
This is a hybrid working role, with a requirement to work from the client's Chester office 3 days a week.

Working hours:
Standard working hours with some flexibility where required.

If you feel that this is a role that would suit you, then please apply today.

If you do not hear from us within 48 hours of your application, please assume that you have been unsuccessful on this occasion.

Pontoon Solutions are an equal opportunities company.