ROLE PURPOSE: To provide a full secretarial service to a number of senior managers. Proactively takes responsibility for the diary management and logistical arrangements of exec/ manager(s), by using initiative and forward thinking.
ACCOUNTABILITIES
• Make travel arrangements, both within the UK and overseas, including flights, rail tickets, hire cars and hotels, using initiative to ensure all aspects of travel are effectively coordinated with minimal direction from manager. Produce full itinerary.
• Control several electronic diaries, arrange and support meetings at all levels
• Co-ordinate arrangements as requested, for a variety of meetings (internally and externally), assemble appropriate material (eg briefing packs) in advance, and check facilities are functional prior to meeting.
• Operate a “Bring Forward” system, in either paper or electronic format, ensuring the most current information is given to manager before meetings.
• Accept incoming telephone calls and transfer them to the appropriate extension, in a professional manner
• Sift manager's emails; respond to those relating to meeting requests / diary management. In manager’s absence, divert emails requiring urgent action to appropriate delegates.
• Undertake word processing duties, including formatting documents prepared by manager/team members, and typing reports as requested.
• Create and amend basic MS Excel spreadsheets and MS Powerpoint presentations.
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• Utilise other IT systems as required (training will be given where appropriate).
• Notify Reception of external visitors, ensuring any security requirements are made, escort visitors from and to Reception, and put them in contact with the person required
• Carry out administrative activities to facilitate the smooth provision of services, organising repairs required and general maintenance of utilities in order to ensure an efficient and safe working environment
• To facilitate the ordering and distribution of stationery, in accordance with agreed guidelines
• Maintain, modify or develop a departmental filing system (paper/electronic), which ensures that documentation is easily accessible
• Compile and maintain a list of internal and external customers and suppliers, with appropriate contact details, for use by managers & teams.
• Provide support to facilitate compliance with company processes (eg Travel Policy, Conference Policy, Security processes)
• Scan documentation as required, and store electronically.
• Type reports as requested by line managers
• Prepare expense forms on behalf of manager(s), checking for accuracy in line with Company policy and identifying any exceptions to the Line Manager.
• Coordinate administration, security and IT arrangements for new starters within MBDA (both permanent and subcontract)
• Coordinate arrangements for VIP customer visits, including producing agenda, making logistical arrangements, liaison with host, customer, MBDA Visits Office, Security, meet greet and |
