Executive Assistant in Basingstoke

The role holder will provide exceptional administrative support to the Chief Transformation & People Officer (CTPO), ensuring smooth diary management and effective use of their time. The successful applicant will also provide support to the Chief Financial Officer (CFO), as required. As part of this role you will be responsible for handling sensitive and complex information in a professional and confidential manner. Pro-actively supporting the CTPO, you will anticipate what support is required and take initiative, while constantly assessing priorities and requests. This role is primarily office based in Basingstoke although some flexibility may be considered. This is a busy and fast paced environment it would suit someone who is energetic, thrives on challenge and has a desire to understand the business and the team goals and objectives. You will be invited to engage proactively in team meetings contributing to the success of the whole team.

Key Accountabilities

• To provide a full and proactive secretarial and administrative service in a timely and efficient manner.
• To manage the diary of the CTPO organising appointments and ensuring necessary arrangements are made, liaising with internal and external parties to arrange meetings and ensuring that the CTPO is well briefed and prepared for meetings.
• To be responsible for travel arrangements for CTPO and HRLT, coordinating detailed travel plans as required, to include but not limited to accommodation, itineraries; visas; agendas and assembling documents for travel-related meetings, on behalf of the CTPO and HRLT.
• To manage the expenses of CTPO, CFO and HRLT as required.
• To manage the flow of emails ensuring that a response is provided and the necessary follow-up has been initiated, prioritising requests, and managing some responses on behalf of the CTPO as appropriate.
• Raise and approve purchase orders on behalf of the HR department as required.
• Manage incoming invoices for both HR department and pensions, receipting services received and liaising with finance department to ensure timely payment.
• Approve expenses for all direct reports on behalf of the CTPO.
• Manage electronic filing systems and departmental correspondence, including the drafting of letters, reports and presentations, as appropriate.
• Support with the planning and management of the full HR calendar of activities (Talent & Capability, Culture & Engagement, PDRs, Objectives, annual conferences, quarterly, monthly and weekly schedule of meetings) and maintain a balance of focus on the here and now as well as the look ahead.
• Co-ordinate and collate numerical data and information for monthly reports and other ad-hoc reports to required deadlines.
• Co-ordinate on behalf of CTPO the annual budget, keeping a record of the level of spend for HR-related invoices, tracking spend against budget.
• Support and co-ordinate the UK and European Employee Forum meetings, in conjunction with the Forum Chair and Secretary, ensuring all events are organised within budget, to participate in and support the events as appropriate.
• Support HR Policy Review and standardisation project and launch of updated policies and procedures in line with Governance.
• Prioritise conflicting requirements; handle issues proactively and expeditiously; consistently follow-through on projects to successful completion and in line with agreed deadlines.
• Schedule and co-ordinate the monthly HRLT meetings; drafting agenda, attending and taking actions at meetings including tracking and following up on actions before the date set for completion.
• Prepare and issue Newsflashes as required on behalf of Head of Employee Engagement & Ethics.
• Create a bridge for smooth communication between the CTPO, HRLT and other key internal and external stakeholders (including ELT & Board), ensuring that customer meetings and events are scheduled in diaries and that the CTPO and team are briefed as appropriate.
• Produce presentations and reports to support the regular rhythm of activity associated with the ELT and HRLT activity cycle.
• Co-ordinate the smooth running of the wider HR team, i.e. to order stationery, distribution of mail, holiday planner, etc.
• Maintain the utmost discretion and confidentiality and act with integrity at all times.
• Demonstrate administrative excellence and skill in using modern functionality and technology to increase effectiveness to present options or solutions that will enhance productivity as a team in support of the HR Strategy and Objective goals.
• Any other duties as may reasonably be required.

Capability (Qualifications, Skills & Experience)

• Experience of working in a busy environment, supporting a similar level of Executive is essential.
• Proven ability to maintain the utmost discretion and confidentiality and act with integrity at all times.
• Calm, level-headed and able to work on own initiative and under pressure where necessary.
• Strong communication skills, both verbal and written, with confidence to deal with internal and external stakeholders at all levels.
• Exceptional organisational skills with the ability to work to precise deadlines, to recognise and act on priorities.
• Solution oriented, with proven track record of driving efficiencies in ways of working and ability to demonstrate administrative excellence, attention to detail and skill in using modern functionality and technology to increase effectiveness.
• Must have strong IT skills and the ability to use Microsoft Office, including Excel, Microsoft Outlook and PowerPoint.
• A team player with a flexible approach, a good sense of humour and a positive ‘can do’ attitude.
• Professional fluency in written and spoken English is required.

We want to work with people like you from all backgrounds and experiences, to help us gain a diverse workforce with a broad outlook and sharp expertise. We are looking for people unafraid to go that extra mile, bringing with them unique characteristics and abilities. Show us you have what it takes and we will reward you with a great place to work alongside other great people. Global business, global people. We think De La Rue is an amazing place to work.