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Job Title: Personal Assistant (12-month fixed term contract)
Location: Chiswick
About the role
We are excited to be hiring at BSI for a 12-month, fixed term contract Executive Assistant & Events Coordinator for multiple Commercial Directors.
In this multifaceted role, you will be responsible for providing administrative and secretarial support, ensuring operational efficiency and adherence to deadlines and procedures. Additionally, you will plan and execute quarterly and annual events.
The ideal candidate is a proactive, detail-oriented individual who thrives in managing multiple priorities. You must possess excellent communication skills to interact effectively with senior executives and stakeholders and have a natural aptitude for building relationships. If you're a people person who excels in a fast-paced environment, we welcome your application!
Responsibilities:
- Manage outlook diaries, assessing priority of appointments and reallocation as necessary. Including scheduling internal and external meetings as per requirements, booking conference rooms and refreshments
- Co-ordinate UK and overseas travel and accommodation for directors and their teams to optimise the Executive’s use of time, this includes researching rates and availability, booking travel and accommodation as required, organising trip transportation, ensuring travel documents are up to date and necessary visas are arranged, whist coordinating overseas meeting logistics and trip itineraries
- Writing briefing documents in preparation for briefing and team meetings and drafting correspondence on behalf of the Directors and communicating any information or reminders to their teams to maximise the Directors use of time
- Prepare documents, contracts, and letters which are grammatically accurate and consistent with BSI styles
- Coordinate and collate monthly reports in line with KLT team deadlines
- Monitoring cost centres and budget to assist Directors with managing their costs which includes attending budget review meetings with cost centre managers and their business analyst. Also responsible for the requisitioning, raising and releasing purchase orders for the Executive’s whilst also managing invoices
- Management of conferences and events with 50-300 delegates, in particular the commercial conferences, monthly townhalls, kick-off events and awards. Research venues and costs, view and book venues, liaise with delegates regarding conference details and logistics, attend event to provide support and coordinate feedback surveys post event.
- Provide support for the Director of Knowledge and Director of Finance in the absence of their Personal Assistant
To be successful in the role, you will have:
- Experience as an Executive Assistant (EA)/Personal Assistant (PA)
- Event coordination and management experience – particularly for large teams in the London area
- Strong verbal, written communication
- Advanced usage of Microsoft Word & Power Point
BSI offers a competitive total reward package, an independent and varied job in an international environment, flexible working hours, ongoing training and development with the inclusion of 27-days annual leave, paid sick leave, bank holidays, health insurance, life insurance, pension plan with company contribution, car allowance (dependent on role), income protection, paid maternity leave, paid paternity leave, paid parental leave, adoption leave, compassionate leave, paid bereavement leave, learning and development opportunities, and a wide range of flexible benefits that you can tailor to suit your lifestyle.
Do you believe the world deserves excellence?
We are proud to be the business improvement company for other organisations to become more sustainable and resilient and finally to inspire trust in their products, systems, services, and the world we live in.
Headquartered in London, BSI is the world's first national standards organization with more than 100 years of experience. We are a global partner for 86,000 companies and organizations in over 193 countries, offering development, auditing, certification, and training services, including innovative software solutions and cyber security expertise for all industries: from aerospace and automotive to food, construction, energy, healthcare, IT and trade sectors. Incorporated by Royal Charter, we’re truly impartial, and home to the ultimate mark of trust, the Kitemark.
Through our unique combination of consulting, training, assurance and regulatory services we bring solid and broad knowledge to every company.
If you want to contribute to this inspiring challenge, bring your open and enthusiastic mindset to our dynamic team, apply now and become part of the BSI family!
D&I Policy
BSI is committed to ensuring the diversity of our workforce reflects that of our clients and the communities in which we operate. Our goal is to create a sense of belonging for all employees by providing opportunities to develop, grow, and engage with our global organization all while having fun doing great work. BSI is a community where everyone can thrive.
If you require any reasonable accommodations to be made on account of a disability or impairment throughout out our recruiting process, please inform your Talent Acquisition Partner.
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Our Excellence Behaviours: Client-centric, Agile, Collaborative. These three behaviours represent how we do things at BSI. They help us ensure that BSI is a great place to work and a highly successful business.
BSI is conducting face-to-face interviews where appropriate and possible. If you are invited to a face-to-face interview but feel more comfortable with conducting the interview virtually, please speak to a member of our recruitment team.
