209. Integrity Staffing - Executive Assistant

Executive Assistant

Provide executive assistance and business support to the Chief Operating Officer, and assist with business management functions within the team.

·     Calendar and inbox management for COO i.e. rearranging schedule, prioritising meetings, manage conflicting appointments

·     Engage and liaise with internal & external stakeholders and arrange meetings (including prepare agendas, minutes/actions and print papers, draft notes/Power Points including, COO Annual Report Profile)

·     Manage COO schedule (appointments/travel) and coordinate documentation including annual calendar, flights, accommodation, hire car, JMP, prepare travel papers file, enter actual costs, assist with the collection of photos/information to inform newsletter articles

·     Coordinate information in/out of COO office i.e. approvals

·     Seek and collate information regarding end of year office closure/skeleton staff arrangements, service awards, retirements & recognitions, COO certificates, weekly contentious issues

·     Attend meetings, generate content/presentations and record minutes/actions, including follow up status comments

·     Records management including COO entries in EQ, isafe, CONNECT, TRIM, FlexiPurchase

·     Customer Service to visitors and answering addressing phone calls

·      Administration support for Business Management team including facilities management (property/IT) monthly reporting (i.e. Dashboards Corp Ex report edits, KPI results for corporate scorecard) invoice payments, fixed assets, archiving, travel arrangements, stationery/supplies ordering

Administrative assistance to Business Partners, Communication Specialists, General Managers, and Regional Directors.

ESSENTIAL

●    Time Management – organisation skills with the ability to meet deadlines

●    Record Keeping and Meeting Management experience

●     Communication and stakeholder engagement

 Experienced user of MSOffice suite of products