Administrative Assistant

Job title:Administrative Assistant

Location: London (Hybrid)

Job Type: Contract

Start Date: August

Client Summary:

Our client has chosen to do something incredible. They are totally transforming their business and building our future on smoke-free products that are a better choice than continued smoking.

With huge change, comes huge opportunity. So, wherever you join us, you'll enjoy the freedom to dream up and deliver better, brighter solutions and the space to move your career forward in endlessly different directions

Job Summary:

Provide comprehensive administrative and secretarial support to the assigned Head of Function of the Client. Perform required "Procure to Pay" activities needed by the assigned department. Provide in general effective support to members of the department in order to facilitate their activities.

Key Accountabilities

Calendar, Meeting Plan and Travel

Perform the following activities for the assigned Head of Function and in specific situations for the respective direct reports:

• Manage calendar to maximize productivity and efficient usage of time and for both internal and external meetings.
• Based on input provided by the team, plan and arrange external meetings with identified stakeholders, coordinating with relevant point of contacts for the person to be met.
• Make travel arrangements and provide itineraries for the department in alignment with PMI policies and tools.
• Plan and organize Functional Huddles and regular catch-up meetings between HoF and direct reports and full team members.
• Solve logistic clashes independently by applying appropriate judgment and prioritization

Expense Statement

• Process, for the assigned Head of Function Expense Statement regularly and timely, according to the clients policies and tools.

Procure to Pay

• Proactively manage the end to end Procure to Pay process and activities in alignment with the clients policies and tools, ensuring timeliness and quality of the overall P2P flow for the LT team: Manage new vendor creation in SAP, ensuring accuracy of the supplier information, for smooth invoice processing and awareness of the Clients payment terms which can be negotiated based on provider needs and with proper HoF approval.
• Raise Purchase Orders based on required functional services.
• Perform Goods Receipting to ensure service payments, based on the Proof of Performance provided by Team using the services.
• Perform accruals related activities for the assigned department based on the instructions received from Finance Team.

Visit Plan

Support HoF and HoF's direct reports to plan and arrange the logistics connected to internal and external stakeholders visit for the Team, selecting most appropriate venues, coordinating amongst the various stakeholders, defining efficient agendas and monitoring the visit logistics on going in order to ensure smooth execution.

Documentation and Communications Preparation

Prepare relevant documentation (e.g.: needed to the HoF prior meetings and events) and communications to team and stakeholders based on received input and instructions.

Key Requirements

• Excellent and demonstrable planning and organising skills - proven ability to prioritise, manage time effectively and use initiative as appropriate.
• Extensive experience in effective diary management, organising meetings and events and booking accommodation and travel.
• Reliable and enthusiastic with proven ability to work in a team environment, to establish effective working relationships and to communicate with a wide range of people at all levels.
• Intermediate/advanced computer literacy with excellent practical knowledge and skills in using a range of Microsoft software applications, including Word, Excel, Outlook and PowerPoint.
• Excellent attention to detail and accuracy.
• Demonstrable self-awareness, pragmatism and willingness to work with others.
• Superior active listening skills.
• Ability to problem solve, and to utilise a network to do so, where required.
• Flexible and pragmatic approach to supporting a wide operational remit.
• Understands and reflects the company values and behaviours at all times.
• Can maintain personal effectiveness under pressure.
• Takes ownership of work and makes informed decisions.
• Dealing with confidential information in a diplomatic style.