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Administration Assistant

Job Purpose

To provide administrative support to the Engineering Team Assistant and the Engineering Team (70 people).

Reporting Relationships

Reporting to the Engineering Team Assistant.

The role will also involve working closely with the Engineering and Administration Team and with all staff within the Administration Team.


Job Responsibilities

• Provide Support to the Engineering Team Assistant.
• Booking and managing meeting rooms for the Engineering Team as required.
• Responsible for ordering and delivering of lunches for meetings as required.
• Assisting with all day to day administrative tasks including:- binding, copying, scanning, archiving, updating outlook contacts and relevant distribution lists, booking cars, couriers and restaurants plus all ad-hoc requirements.
• Reception cover when needed.
• Uploading and managing documents in Sharepoint.
• Preparing, editing and formatting various documents in Microsoft Word, Microsoft PowerPoint, Microsoft Excel and Visio.
• Inputting and managing information to maintain accurate records and to facilitate access to and retrieval of information e.g.

holidays of team, correspondence.
• Assist in the organisation of office functions and teambuilding events.
• Assisting other colleagues and teams with all adhoc administrative requirements as and when required.
• Opportunity to develop as the role grows.

Person specification

• Proven Team player.
• Has a “can –do” attitude.
• Hands on i.e.

prepared to roll their sleeves up to get the job done.
• Flexible and adaptable in their ways of working.
• Works with energy and has an appreciation of the business environment.
• Takes pride in their work.

Requirements:

• A team worker but who equally works well autonomously.
• Excellent administrative skills with good attention to detail.
• Excellent organisational skills.
• A multi tasker who prioritises their work to achieve all deadlines.
• A Self-starter who goes that extra mile to deliver fantastic service.
• Experienced with handling confidential information.
• Good communication skills.
• Proven team assistant with solid experience.
• Enjoys working in a fast paced and demanding environment.
• A strong customer focus and who enjoys being the face of the department.
• First Executive Assistant position.


IT skills:

• Powerpoint – basic/intermediate.
• Excel – basic.
• Word – basic.
• Visio – preferable but not essential.
• Good knowledge of English language both written and verbal.

 

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