Role Purpose
We are looking for a responsible Executive Assistant to provide personalised secretarial and administrative support in a well-organised and timely manner. You will work predominantly on a one-to-one basis on a variety of tasks related to the manager’s working life and communication. This is a fixed-term contract covering a maternity.
Role Responsibilities
1. Coordinate executive communications, including taking calls, responding to emails and interfacing with colleagues and clients
2. Manage a very busy diary, scheduling meetings and appointments and manage complex travel itineraries
3. Attend and take minutes of the Executive Team meetings
4. Organise facilities for meetings and ensure the manager is well prepared and has correct documentation
5. Devise/maintain office systems, including data management and filing
6. Meet and greet visitors at all levels of seniority
7. Carry out background research and present findings
8. Liaise and support during overseas visits from other JH countries
9. Produce documents, briefing papers, reports and presentations including proof-reading existing material
10. Provide support for other Executive Team members (including travel arrangements)
11. Liaise with clients, suppliers and other staff
12. Uphold a strict level of confidentiality
Role Requirements
13. Proven work experience as a personal assistant
14. Knowledge of office management systems and procedures
15. MS Office and English proficiency
16. Outstanding organisational and time management skills
17. Ability to multitask and prioritize daily workload
18. Excellent verbal and written communications skills
19. Discretion and confidentiality
Competencies Required
Technical competencies:
20. Diary Management
21. Travel Management
22. Project Management
23. IT Literate
24. Efficient office administration systems
25. Delivery of results
26. German Speaking (Not Essential)
Personal/Professional competencies:
27. Proactive
28. Takes ownership
29. Excellent verbal communication
30. Written communication
31. Planning and organising
32. Team worker
33. Respects colleagues
34. Customer Service Excellence