Executive Assistant  

We are Alexander Mann Solutions and we’re passionate about helping companies and individuals fulfill their potential through talent acquisition and management. Today, nearly 4,000 of our talent acquisition and management experts are partnering with our blue-chip clients across multiple sectors and in more than 90 countries. Delivering a distinctive blend of outsourcing and, through our Talent Collective team, consulting services, our unrivaled experience, capability and thought leadership helps our clients attract, engage and retain the talent they need for business success.

Alexander Mann Solutions is committed to Equal Opportunities and welcomes applications from all sections of the community

Executive Assistant/Personal Assistant

The role of the Executive Assistant/Personal Assistant is to coordinate and support an individual or allocated team by undertaking administrative tasks which drive efficient functioning. A large component of this role is acting as the main point of contact and support for all queries relating to diary management, travel arrangements, meeting preparation in addition to other general internal and external enquires and administrative tasks. This is a key role where you will be responsible for creating an engaging experience for all stakeholders and developing close partnerships with other team members and leaders to achieve business goals.

Key Accountabilities

1. Financial & Operational Excellence

• Manage the diaries and co-ordinate the activities of the specified manager or team, including travel, accommodation arrangements, meetings, and conference calls
• Ensure the best value for money option is used when making travel, accommodation, meeting and conference arrangements. Liaising with suppliers and contractors to ensure we are invoiced correctly & any associated queries are resolved
• Prepare materials required for meetings, projects or individuals including photocopying, binding, postal duties and filing as appropriate, ensuring required information is circulated to the relevant individuals aligned to deadlines
• Establish and maintain efficient office systems, particularly storage and retrieval of information
• Preparation, proofing and distribution of communications (e.g. reports, letters, emails) to all individuals or relevant teams
• Use copy typing, word processing, and graphic skills to prepare letters, short reports, and presentations accurately and within brand guidelines
• Maintain and continually update a contacts database for the relevant individual or team
• Maintain accurate and up to date records of documentation requiring sign off by key stakeholders and prepare this for authorization (e.g. annual leave, requisition requests). Follow up with reminders to ensure all documentation requiring approval is prioritized
• Provide front-line reception service to external visitors and telephone callers, answering questions and responding to queries using own initiative on a range of subjects in an engaging and efficient manner
• Responsible for managing the petty cash for the individual or team as required

1. Client Focus

• Sit in on meetings and take minutes (some of which may be of a confidential nature) accurately and distribute in a timely and appropriate fashion.
• Arrange internal & external meetings, liaising with other staff as appropriate to set a mutually convenient time /date. This will include booking the venue, equipment, refreshments, and any other necessary arrangements.
• Answer telephones and give information to callers, take messages or transfer calls to appropriate individuals
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs, at the same time appropriately filter and prioritize incoming calls and visits
• Plan and organize conferences, workshops and study days on a regional /national basis for potentially large numbers of delegates covering all aspects of the event management from start to finish, attending when necessary
• Complete forms in accordance with company procedures for key stakeholders as required

1. Team

• Support the rest of the team on an ongoing basis and working as part of the team to achieve targets and goals
• Provide administrative support in other areas and work on ad hoc projects as required
• Responsible for induction activities including arranging; access to telephone/ desktop /laptop, Email ID set up and Payroll;
• Undertake training appropriate to the current or future demands of the role
• Appropriately escalate any issues in relation to internal or external client issues to the appropriate individual

1. Specialist / Technical Expertise

• Knowledge with office tools.

Essential

• Office experience with a busy and challenging administration, support role or customer services environment
• Fast typing speed with a high level of accuracy
• Strong working knowledge of all Microsoft packages including Word, Excel, Outlook, and PowerPoint
• Strong analytical and planning skills;
• Good communication and presentation skills;
• Excellent problem-solving skills;

Desirable

• Experience working within a consulting environment