Description: |
A really exciting opportunity for someone who is keen to broaden their skill and knowledge both in terms of coordinatinga group of Executive Assistants and learning about a new area. There is a lot of scope to get very involved here in termsof setting out new process and structure within a very cohesive team.Build relationships with other F&S team coordinators e.g. to share resources and ideas. Work with F&S Supervisor toensure that new initiatives are implemented within ESS. Work with F&S Supervisor team to facilitate the transfer ofExecutives from named allocation into the ESS. * Manage ESS Team rota to ensure adequate support is provided to the business within core hours (8.30am to 6pm). * Monitor overtime levels for all team members encouraging good balance of work/life. Inform F&S Supervisor of overtime issues * Ensure that team members' time reports are collected. Review for discrepancies and escalate if necessary to F&S Supervisor * Ensure sickness is reported to the F&S Supervisor and that the relevant forms are completed * Work with F&S Supervisor to establish recruiting requirement for vacancies within team. Participate in selection process as appropriate * Ensure that inductions are completed within first week of new team member joining * Provide feedback on team and individual achievements to F&S Supervisor. Provide input for midyear and annual reviews to the F&S Supervisor * Work with F&S Supervisor to manage issues with ESS team that may be highlighted through time reports or punctuality * Work with F&S Supervisor to give team members opportunity to complete goals and objectives (both operational and developmental * Assist the F&S Supervisor with monitoring Best Practice and deal with issues as appropriate, maintain integrity at all times * Provide feedback on temporary and Flying Squad resources in a constructive way to ensure continual development and motivation * Work with team and individuals to grow knowledge that can be in turn used to increase customer satisfaction, productivity and individual job satisfaction * Ensure all team members have access to and encourage use of learning and development resources * Attend regular meetings and take forward required actions for nominated representative when necessary. * Hold daily team meeting to ensure completion of previous day's workload, even distribution of current day's workload and share knowledge, experience and highlight lessons learnt * Take responsibility for chairing team coordinator meetings * Assist F&S Supervisor with buddy presentation for new joiners * Provide general coaching and mentoring to team members * Arrange global and local conference and videoconference calls using external suppliers e.g. IBR * Understand all relevant processes and procedures and ensure knowledge is utilised to develop others. Share and promote "Best Practice" * Work using a central "mail in-box", rotate delegation of tasks to team. Tasks include purchasing mobile phones, arranging couriers, * Organise meetings on behalf of Executive using internal and external space. Responsible for sourcing venues using our preferred suppliers * Arrange conferences and team events on behalf of Executive * Via telephone and email, arrange international and local travel, visas, accommodation and transport including car hire. Produce itineraries for travel and confirm arrangements by email * Purchase Mobile phones * Organise couriers * Chase mailQualifications * Excellent working knowledge of MS Office including Word, Outlook, Excel and preferably PowerPoint although not essential * 3 years experience in a progressively responsible Personal Assistant/Executive Assistant/Senior Secretarial role * You will have a background within a large global organisation at EA level working with a team of EA's and supporting a number of Senior Managers. * Any Supervisory/Leadership skills are highly advantageous including acting as a mentor to the team and providing support and leadership to other Executive Assistants.Professional Skill Requirements * Proven ability to work independently and as a team member * Ability to work creatively and analytically and maintain confidentiality * Can demonstrate experience of monitoring other team members, holiday cover, training and mentoring a team * Excellent customer service skills * Must display professionalism and confidence * Comfortable in delivering difficult messages where necessary * Seeking to develop a Team Coordination role * Aware of Executive Assistant workloads and monitoring any issues that arise * Able to demonstrate experience of devising rotas for a team of Executive Assistants * Experience of working for more than one Senior Manager * Experience of ensuring others within the team are following best practice processes * Appreciation of time differentials to work effectively with global offices and clients * Experience of working in a client/customer focused environment and experience of managing time and workloadLocation: London |
