Description:
We are currently seeking a proactive and organized Team Assistant. In this role, you will provide essential support to our EA team, collaborating closely with Board EAs, executive board members, and various specialist departments such as Commercial, Portfolio, Finance, HR, and Facilities. Additionally, you will engage with external clients and suppliers, ensuring seamless coordination of administrative tasks.
What You Will Be Doing...
- Assisting the Board EAs as required and supporting the wider admin team
- Assisting with the setup of meetings – booking rooms, providing refreshments, collating relevant agenda/paperwork, greeting external guests.
- Assisting with hospitality and special events, including company and industry events, internal initiatives, board meetings, client dinners, conferences, and awards ceremonies.
- Booking travel, hotels, restaurants, and related hospitality administration.
- Organizing, researching, and booking venues for events.
- Organizing staff and client gifting.
- Completing Directors’ monthly expenses on Concur.
- Coordinating payments and making sure invoices are paid on time.
- Raising and monitoring purchase order requests on D365 and acquiring the relevant authorizations.
- Administration of new supplier and compliance forms.
- Communicating with relevant teams to ensure necessary information is shared.
- Keeping data systems up to date as required.
- Supporting UK People Team with diary management of team meetings, events, and travel
- Providing backup for People (HR) administration, including new contracts, offer letters, employment changes, system data input (personal details, starters, leavers, and benefits).
What We're Looking For
- Experience in a team assistant or administration role
- Excellent time management skills with the ability to prioritize and plan effectively
- Ability to remain calm and work well under pressure in a fast-paced environment
- Reliable, confident with an assertive personality and a team player spirit
- Can-do attitude and readiness to tackle any task that comes your way
- Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint