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- Tasks: Support executives with calendar management, travel arrangements, and office coordination.
- Company: Join Pontoon, a consultancy dedicated to enhancing workplace inclusivity and diversity.
- Benefits: Enjoy hybrid work flexibility and the potential for contract extension or permanent placement.
- Why this job: Be part of a high-profile banking client and develop your administrative skills in a dynamic environment.
- Qualifications: Experience in travel, expense, and calendar management; prior executive support is a plus.
- Other info: Work from Chester office 3 days a week with standard hours and some flexibility.
The predicted salary is between 30000 - 42000 £ per year.
Executive Admin Assistant
12 Month Contract (Initial)
Chester
Hybrid Working
Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone’s chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.
We are happy to be recruiting for one of our high-profile Banking clients. They are currently looking for an Executive Admin Assistant to join them for an initial 12-month contract. However, there may be scope for extension or even a more permanent opportunity.
Job Description:
As an Administrative Assistant you will be performing diverse and confidential administrative support functions. This role will serve as the office manager for the Global Information Security Chester office as well as an Administrative Assistant providing travel, calendar expense management support to 2-3 executive(s).
Role Overview:
This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organising in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.
Office Manager Responsibilities include but are not limited to:
- Meet greet new hires and visitors for site tours
- Managing physical site access
- Management and procurement of office technology general office supply inventories (headsets, hardware, pens, paper, snacks etc.)
- Onsite event coordination (scheduling space, ordering of catering, event set up and breakdown)
- Conduct regular site inspections to space/facility is clean and facility equipment operating as expected
- Coordinate and oversee the completion of any facility maintenance requests as well as technology support tickets
Administrative Support Responsibilities include but are not limited to:
- Travel coordination (hotel, flight, transportation bookings)
- Expense collection submission (data entry and coding for submission)
- Dynamic calendar management (negotiating and delegating meeting events)
- Coordination of employee engagement events hosted by the executive or their leadership (townhalls, all hands, offsite, team building events, happy hours etc.)
Prior Experience needed:
- Travel, expense calendar management
- Office Management
Desirable & Technical experience:
- Prior Executive Administrative Support (preferably supporting 2+ executives at once)
- Microsoft Outlook
- Concur
- Qualities of the Ideal Candidate:
- Calm disposition yet can operate with a sense of urgency
- Organised and understands how to prioritize asks/needs
- Proactive planning and attention to detail
- Professional written verbal communication
- Willing to clarify an ask or communicate difficult information while remaining professional
- Quickly develop relationships build rapport
- Positive and resourceful attitude
Location:
This is a hybrid working role, with a requirement to work from the clients Chester office 3 days a week.
Working hours:
Standard working hours with some flex where required.
If you feel that this is a role that would suit you then please apply today.
If you do not hear from us within 48 hours of your application, please assume that you have been unsuccessful on this occasion.
Pontoon Solutions are an equal opportunities company
Executive Administrative Assistant employer: Pontoon Solutions
Contact Detail:
Pontoon Solutions Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Executive Administrative Assistant
✨Tip Number 1
Familiarize yourself with the specific tools and software mentioned in the job description, such as Microsoft Outlook and Concur. Being proficient in these applications will not only help you stand out but also demonstrate your readiness to hit the ground running.
✨Tip Number 2
Highlight any previous experience you have in managing calendars and coordinating travel for multiple executives. Be prepared to discuss specific examples of how you successfully handled conflicting schedules or complex travel arrangements.
✨Tip Number 3
Showcase your organizational skills by preparing a brief outline of how you would manage office supplies and technology procurement. This will illustrate your proactive planning abilities and attention to detail, which are key qualities for this role.
✨Tip Number 4
Demonstrate your interpersonal skills by preparing to discuss how you build rapport with colleagues and executives. Share examples of how you've successfully coordinated employee engagement events or managed site tours, as these experiences align well with the responsibilities of the position.
We think you need these skills to ace Executive Administrative Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative support, travel coordination, and calendar management. Use specific examples that demonstrate your ability to manage multiple tasks and support executives effectively.
Craft a Strong Cover Letter: Write a cover letter that showcases your organizational skills and attention to detail. Mention your experience with office management and how you can contribute to the team’s success in a hybrid working environment.
Highlight Relevant Skills: Emphasize your proficiency in Microsoft Outlook and any experience with expense management tools like Concur. Mention your ability to communicate professionally and build rapport quickly with colleagues and executives.
Follow Application Instructions: Ensure you follow all application instructions provided in the job listing. Submit your application through the specified platform and double-check that all required documents are included before hitting send.
How to prepare for a job interview at Pontoon Solutions
✨Showcase Your Organizational Skills
As an Executive Admin Assistant, you'll need to demonstrate your ability to manage multiple tasks efficiently. Prepare examples of how you've successfully handled calendar management, travel coordination, or office management in previous roles.
✨Emphasize Your Communication Abilities
Effective communication is key in this role. Be ready to discuss how you maintain professionalism while conveying difficult information and how you build rapport with executives and team members alike.
✨Demonstrate Proactive Planning
Highlight instances where your proactive approach made a difference. Whether it was anticipating the needs of executives or organizing successful employee engagement events, showing foresight will impress your interviewers.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving skills and ability to prioritize under pressure. Think of specific scenarios where you had to manage conflicting priorities and how you navigated those challenges.
