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Senior Office Assistant

Location: LUTON, BEDFORDSHIRE Salary: 22500.00 - 23000.00 GBP Per Annum
Sector: Business Support Job Type: Permanent
Shift Type: N/A Applications: N/A
Posted: 2 months ago Reference: 3062902
My Client is looking for a Senior Office Assistant to join their ever growing company. They have a massive passion for the latest footwear on the market and want an experienced individual to join their team.

The role includes supporting members of the senior management team / department to make the best use of their time by proactively dealing with clerical and administrative activities.

Luton
Salary Paying up to £22,500
Monday to Friday- 9-5
Permanent Full Time Role


Car Parking
Holiday

The Responsibilities

Diary & Data Management

• Organising, prioritising and maintaining diaries and making appointments including the capturing of routine appointments.
• Ensuring all necessary information has been captured within the appointment. (For example, venue, purpose of meeting, invitees, maps and briefing papers if necessary etc.)
• Devising and maintaining office systems, including data management, filing (hard and soft) either for the department or senior management team


Meetings

• Organising meetings and ensuring all necessary information for the meeting has been captured on the invite.
• Ensure that his/her manager is well prepared for all meetings particularly informing the manager if any preparation is required for the meeting.
• Meeting preparation. To include: analysis of agenda and the Minutes/Actions of previous meetings and preparation/collation of the relevant presentation material, coordinating input from attendees and producing hand out packs where necessary.
• Provide an information pack where necessary for each meeting. Including minutes/actions from last meeting, copy of presentations
• Generation and maintenance of a monthly reporting/meeting calendar for the Team
• Check meeting rooms and facilities within ensuring they are tidy, functional and ready for use

Travel

• Arrange travel and accommodation. (For the team/department)
• Challenge as appropriate methods and costs of travel prior to booking and seek approval to proceed
• Provide travel pack to the senior manager prior to travel including itinerary, maps, contact numbers and any other supporting information
• Provide out of hours support when required

Hosting visitors

• Meeting and greeting visitors at all levels of seniority
• Ensure all necessary arrangements are in place for the visit
• Provide support throughout the visit ensuring the visit runs smoothly and any issues are dealt with in a timely manner

Other tasks

• Maintain inward & outward registers to arrange and distribute couriers and mails promptly.
• Manage Reception and Front Desk.
• Update appointment calendars, creating travel vouchers, performing word processing, basic bookkeeping, and filing.
• Monitor the use of equipment and supplies within the office. (Pantry, Office Supplies, Organising daily Lunch delivery)
• Manage the overall outlook of the office through the cleaning company and setting overall standards
• Review with the Line Manager on objectives and guidelines to facilitate execution of task/projects with limited timeline(s).Adhere to the Corporate Brand Guidelines.
• Stay updated regional & globally on brand, new products, media initiatives, business expansion plans, fashion & trends etc.
• Maintains manual and electronic documents, files and records and provides accurate information in compliance with established guidelines.
• Generation, Organizing and maintaining record keeping and clerical functions and supports the needs of the department.
• Review with the Line Manager on objectives and guidelines to facilitate execution of task/projects with limited timeline(s).
• Maintain stakeholder(s), customer(s) and department information confidentiality.
• Maintain dynamic work relationship with the team members & key departments.
• Share Best practices.
• Take initiatives for self-learning.
• Suggest and implement ideas that add value to the department & organization level.
• Adhere to the Company’s corporate compliance (including health & safety policy and procedures) & Local Labor Law.
• Be a lead Ambassador of Company at all times.



The Expectations

• High School Diploma or University Degree.
• Minimum 3 year in similar role or field; or an equivalent combination of education, training and experience.
• Proficiency in Microsoft Excel, Word, Outlook, and SharePoint.
• Excellent proficiency of verbal and written communication skills


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