The Executive Assistant role provides effective administrative support to the Vice President and General Manager and Senior Leadership team of Protective Marine EMEAI Division. The role provides a broad variety of administrative tasks that facilitate the VP/GM’s and Senior Leadership ability to effectively lead the EMEAI Division, including assisting with projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for internal and external meetings.
The role is based at our Bolton site, working full time. This position is ideal for someone with previous PA experience who is looking for a new opportunity within a Global organisation.
1. Extensive diary management across EMEAI & US time zones.
2. Email management - keeping outlook emails and contacts monitored, updated and relevant.
3. Coordinate all travel arrangements for both international and domestic travel. Including researching all travel options, making flight/car bookings, and producing itineraries for longer trips.
4. Co-ordinate and organize meetings and executive team meetings both in person and virtually - and attend management meetings, both on and off-site with actions taken and follow up as required.
5. Support with the arrangements for Town Hall meetings on a quarterly basis, including coordinating and collating input for the presentation in a timely manner.
6. Support with the arrangements of the quarterly POD meetings / business reviews with each of their direct reports and ensure that presentations are submitted in advance for review.
7. Arrange regular forecast calls and produce reports if required.
8. Expense management including monitoring expenses that are submitted for approval to ensure that the travel and expense policy is adhered to.
9. Provide administrative assistance to the VP/GM of P&M’ direct reports where required.
10. Schedule onboarding meetings for any new Directors to the local organisation and be a point of contact for them.
11. Answer and field any requests and queries appropriately and confidentially.
12. Devise and maintain filling systems, scanning, and printing requirements.
13. Office facilities – ., stationery and supplies.
14. Arrange and manage any corporate hospitality events such as tickets to sporting events or charity dinners.
15. Have proven work experience as a Personal Assistant for Senior Management.
16. Have experience of undertaking a varied range of office administration tasks and duties.
17. Be computer literate with experience all MS office applications.
***Please be aware that you can apply for any internal job offer after minimum one year in current role having previously informed your manager.
Please read the guidelines before handing in your application
All internal employees when applying for a role are required to upload their updated and their last 2 appraisals (which can be retrieved from HR Cloud).