Admin Assistant jobs in United Kingdom

Job Purpose

To efficiently and effectively fulfill executive secretarial responsibilities for the Group Chief People Officer ensuring timely completion of tasks, and providing administrative support to the Group Chief People Officer’s office and her direct reports for departmental matters. To ensure the smooth functioning of daily operations by managing all aspects of assigned duties and providing team support as delegated by Group Chief People Officer and her direct reports from time to time.

Scope & Authority

1. Make decisions regarding administrative matters within the scope of the role, seeking approval from Senior Leadership Team (SLT), when necessary.
2. Prioritize tasks and manage time efficiently to ensure deadlines are met and the SLT's schedule is optimized.
3. Access and handle confidential information with discretion and professionalism, maintaining strict confidentiality at all times.

Key Accountabilities

1. Offer comprehensive secretarial and administrative assistance to both SLT and the wider team within the Division.
2. Ensure proper organization of business correspondence records and secretarial tasks, including maintaining filing systems, distributing mail/faxes, photocopying, and updating routine documentation.
3. Draft and format various correspondences, memos, and approval documents using company-standard templates, and manage the collection, sorting, and distribution of mail and documents.
4. Coordinate communication with divisional managers to gather, compile, and present routine and non-routine information to facilitate prompt management decisions.
5. Enhance and manage reminders and follow-up services for both routine and non-routine matters, ensuring timely progress.
6. Arrange and coordinate appointments, meetings, and reservations for restaurants, hotels, and travel accommodations.
7. Assist in the submission of claims for SLT, business trips and visa applications and other divisional heads, adhering to company policies and procedures.
8. Handle incoming and outgoing phone calls, as well as respond to routine inquiries and maintain calendars and diaries.
9. Coordinate with event management and hotels for organizing events, conferences, or meetings.
10. Oversee general office maintenance and equipment upkeep.
11. Perform additional day-to-day tasks as directed by SLT.
12. Must be able to work well with peers at OpCos and also SLT’s designation of equivalent.

Key Results Area

1. Regular check-ins on the calendar and upcoming week's activities. (Good and proper planning)
2. Anticipating meeting and travel requirements in advance.
3. Sending timely follow-up reminders to SLT regarding matters pertaining to Boards and Committees as a priority.
4. Facilitating seamless collaboration among departments and team members.
5. Ensuring smooth execution of all administrative and support tasks through effective communication with all stakeholders.
6. Available at all times and prepared to offer assistance when needed.

Requirements

1. Diploma in a relevant field of study.
2. At least 10 years of pertinent experience supporting a CXO of a publicly listed company.
3. Proficient in both English and Bahasa Malaysia.
4. Demonstrated capability to manage and collaborate effectively with other Executive Assistants and all internal and external stakeholders.
5. Diligent, self-reliant, and capable of working under pressure.
6. Self-driven, with a pleasant demeanor and strong team-oriented mindset.
7. Proficient in Microsoft Office suite, including Word, PowerPoint, and Excel.