The purpose of the role is to provide comprehensive administrative assistance to managers and team members. The role will be responsible for a broad range of administrative tasks e.g. the handling and direction of queries, maintenance of records, acting as the first point of contact for the team, coordination of projects and activities.    

YOUR KEY RESPONSIBILITIES AND IMPACT: 

Provide comprehensive administrative and operational assistance to team using discretion to identify and resolve first line issues, referring to supervisor/manager for assistance as necessary.  

Organise key team meetings including coordination and distribution of agendas, supporting documents, production and distribution of minutes, and follow-up on outstanding actions.   

Make routine arrangements and bookings, according to clearly defined instructions, and provide diary management assistance to team to help ensure that they use their time effectively.  

Maintain, efficiently operate and improve a range of office processes and administrative systems (including filing) to ensure the smooth running of the team.  

Prepare documents, presentations and other materials to a clear brief, using established formats and standard software.   

Follow set ordering procedures to ensure adequate routine supplies/resources are available to meet office/work unit requirements.  

Responsible for coordinating team IT requests, user administration, systems access and record keeping. Working with the lead asset manager to ensure those who are joining, moving or leaving the department are equipped appropriately with the right IT. 

YOUR SKILLS AND EXPERIENCE 

ESSENTIAL CRITERIA: 

Experience in providing administration assistance in an international organisation.  

Effective communication skills with the ability to work well with stakeholders at all levels.   

Demonstrable skills in confidential data handling, understanding of Data protection Act. 

Strong attention to detail, respecting the need for privacy of staff sensitive information 

Organised with the ability to prioritise own workload effectively, to coordinate activities and conflicting demands to ensure that tight deadlines are met. 

Proficient computer skills with strong experience of office software packages (i.e. Word, Excel and PowerPoint.).   

Ability to use own initiative with minimal supervision and deal with routine queries as they arise, escalating to others as necessary.