OFFICE ADMINISTRATOR & PA (6 MONTH FTC)

Reports to:             CEO/HR Manager
Responsible for:     No direct reports
Location:                Holborn, London

JOB PURPOSE

The main purpose of this role is to provide admin support, manage travel arrangements for all staff and support PA duties for the CEO. The role will report into the CEO and HR Manager who will be responsible in training and developing the Office Administrator.

MAIN DUTIES AND RESPONSIBILITIES

General Admin:

• Provide secretarial and administrative services to the DGE staff and general filing.
• Ensure telephone is answered and calls are screened and directed effectively.
• Register guests that are arriving with the building reception.
• Greet and screen incoming visitors in a professional manner and promptly notify the appropriate staff member of the guest’s arrival.
• Provide ad hoc administrative support to visitors to the office and international business partners.
• Maintain the condition of the office and arrange for necessary repairs.
• Maintain supplies of stationery, kitchen supplies and other equipment.
• Ensuring the communal office space and meeting rooms are kept tidy.
• Managing and distributing of the post.
• Arranging lunch, tea, coffee to guests and arranging the clearing up after meetings.
• Assisting with refreshments and arranging lunch for meetings as per request.
• General ad hoc administrative duties.

Travel Arrangements:

• Booking flights, trains and making hotel reservations for staff that are travelling for business.
• Updating the weekly ‘Business trip schedule’ and notifying the relevant people.
• Helping staff with processing expense claims.

PA to CEO:

• Responsible for arrange the CEO’s business travel.
• Processing CEO’s expenses after business trips
• Responsible for booking meetings in accordance to CEO’s calendar availability.

Other:

• Basic IT support whilst the IT Support Manager is out of the office.
• Input data expense for banking during busy periods.

This information does not define or limit the scope of employment. The Company might reasonably require an employee to perform other duties from time to time.

PERSON SPECIFICATION

Key Requirements

• Up to 5 years’ experience in a similar role in a corporate environment
• Degree educated
• Excellent attention to detail is essential
• The ability to understand colleagues and build effective relationships with them
• Excellent written and verbal communication skills
• Demonstrated computer literacy; including internet, Excel, Word, etc.
• Excellent written and verbal communication skills

Behaviour

• Self- motivated and proactive with the ability to work under minimum supervision
• Polite communication and telephone manner
• Professional but friendly and well presented
• Ability to multitask and meet multiple deadlines
• Strong interpersonal skills
• Team player with the ability to build strong relationships
• Flexibility to work in a fast paced changing environment
• Ability to prioritize tasks and implement proper time-management
• Highly organised individual
• Ability to work in a multi-cultural organisation

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