Share this Job
Apply now »

Executive Assistant

Location: 

Milton Keynes, MIK, GB

Req ID:  1640
Level of experience:  Mid-Career
Remote:  No
Travel Required:  None

Here at Ellucian we have a new opportunity for an Executive assistant/ PA to join our Milton Keynes on a 6 month contract basis. The primary responsibility of this position will be to provide support to the SVP of the region and some of his leadership team. The secondary responsibility is to assist with the day to day running’s of the office through some basic administration tasks.

 

EA responsibilities -

  • Provide diary management assistance to the SVP of the EMEA and Asia-Pacific region
  • Enforce an efficient use of the SVP’s time by managing the booking and acceptance of all meetings.
  • Provide logistical support for meetings, including the scheduling of flights, accommodation and transport.   
  • Plan, edit and post meeting agendas ahead of time.
  • Serve as note taker for high-level meetings, distribute minutes and action items in a timely manner.         
  • Acts as a Project Manager with adhoc projects on behalf of the Senior leaders.
  • Takes responsibility for activities within his/her area of operation by knowing when it is appropriate to act independently, to escalate, to delegate and/or to inform others.
  • Develops and maintains positive working relationships across the company which promote collaboration and a sharing of critical information and best practices
  • Process expense claims on behalf of the Senior leader/s
  • Manage email boxes for the Senior leader/s

 

Office Management responsibilities –

  • Serve as the initial office welcoming presence for visitors, clients, applicants and new starters.
  • Responsible for the overall presentation and organisation of the UK office and it’s meeting rooms
  • Processing of invoices including creation of associated PR’s in SAP
  • Prepare meeting rooms ahead of important meetings
  • Book venues/meals for external business meetings
  • Mail/Courier Management 
  • Regular stationary order
  • Management of weekly kitchen supplies and food orders
  • Manage Cleaners and other external contractors 
  • Recruitment & on-boarding; Work with hiring managers and HR to welcome and on-board new employees
  • Order business cards for employees
  • Assist with the health & safety within the office, test fire alarms, maintain stock of first aid kit, sign in visitors etc.

 

The ideal candidate will have:

  • A proven track record of supporting Senior leader/s in a PA role
  • Must have a natural ability to juggle various tasks and prioritise a high-volume work load.
  • Excellent written and verbal communication, all of which must be accurate, efficient, friendly and professional.
  • Should be flexible and able to adapt to the businesses ever changing demands – may require occasional working hour adjustments
  • Must have a sense of urgency and be able to motivate/influence others at all levels
  • Candidates that apply must be flexible to work across a multitude of time zones on an occasional basis.

 

Apply now »