Executive and Team Assistant

An exciting opportunity has arisen to join a world leading global organisation. Our client, a blue-chip IT company, is currently seeking an Executive and Team Assistant (Administration) based at their Leading Software customer site in Newbury. This is a full-time, Monday - Friday, temporary roles for 12 months to start ASAP.

Our client is a leading infrastructure software company with global scale. The Group is the seventh largest software company in the world, the largest technology company listed on the FTSE and the largest UK technology company listed on the New York Stock Exchange. They specialise in managing predominantly mature infrastructure software assets which have been delivering value to significant numbers of customers over long periods of time.

We are therefore looking for Candidates to assist our client in the Data and Business Intelligence domain who have experience in playing key roles on similar size and scale programmes. Working in a dynamic fast-moving environment, the candidates should be self-starters, able to provide perspectives and guidance based upon a proven track record of delivery. Preferably experienced in directing and challenging System Integrators.

Scope of the position

This is a new 12 month temporary position to support HR executives and team members based in Newbury. This position is required to assist, manage, organize and coordinate administrative and office duties.

Main Responsibilities

• Diary management of 2-3 HR executives including prioritizing incoming meeting requests and invites
• Setting up team and project meetings, creating agendas and meeting materials, taking notes and actions and following up on actions as required. Making all necessary arrangement for meetings (meeting room bookings, equipment, catering, etc)
• Co-ordinate and enter purchase orders, payment of invoices and employee expenses and payments
• Follow up of actions and consolidating and reporting status of actions from meetings and projects
• Organize global travel and accommodation arrangements, along with transfers and restaurant bookings
• Maintaining project status and milestone reports and following up required inputs
• Tracking and reporting HR project spend vs budget
• Ensure availability of working space, meeting rooms and other facilities in Newbury or other locations as necessary. Coordinate access to other locations and IT requirements when appropriate
• Providing back up support and cover to other Executive Assistants, especially HR Executive Assistant
• Ad hoc administration and additional support when required

Knowledge, Skills and Abilities required:

• Excellent verbal and written communication skills
• Excellent organizational skills within an extremely busy and highly pressurised environment
• Pro-active in their approach
• Attention to detail
• A true team player with a willingness to assist wherever required
• Organisation, time management, prioritising and the ability to handle a varied workload
• Proficient in Outlook, Word, Excel and Powerpoint