Executive Assistant to VP

Key Responsibilities:

Online Diary Management - Consistent extensive diary management across different international regions, keeping key customer meetings co-ordinated and critical internal meetings scheduled and de-conflicted.

• Correspondence - Handling all incoming and outgoing mail, letters and documents. Ensure that outgoing letters are of high quality.
• Book Travel/Accomodation - Through company approved travel arrangers, make arrangements for your leaders including Regional Communications Senior Managers and visitors producing itineraries for periods of travel and completing expense claims across International regions and currencies
• Basic Administration:

• Prepare materials for meetings using MS Powerpoint, Excel and Word, often at short notice. Attendance at the meeting may also be required
• Prepare employee and customer letters, making sure standards of confidentiality are met
• Professional telephone cover whilst your leaders are in meetings
• Organise filing systems and keep information updated

• Book Meetings - the setting up of meetings, varying from individual/departmental meetings to large conferences

• Dealing with visitors/customers - organise security badges, accomodation, directions, taxis, parking spaces and 'meet and greet'

• Provide daily support to the Communications team

Additional/Occasional Duties and Tasks

• Collect visitors at Reception and take to appropriate meeting room/office

• Take meeting minutes as/when required

• Assist other members of the department as required and appropriate

• Comply with all company policies and procedures

• Track department personnel changes for submission to organisation charts