Fleet and Administrative Support | High Wycombe (United Kingdom) | Full Time (40Hours) | Permanent

The purpose of this role is to assist in the work of salvation and exaltation by providing individual contributor senior-level administrative support to one or more leaders and/or one or more functional teams or work groups. Employees at this level work under minimal supervision and handle complex issues and problems that require comprehensive working knowledge and independent non-routine decision making using initiative, originality, ingenuity, and sound judgment.

Location: Candidates must reside, or be willing to relocate, within approximately 90 minutes of the Europe North Area Office in High Wycombe, United Kingdom. On-site 5 days a week in the office is required. Current legal right to work in the UK is mandatory; candidates who do not meet it will not be considered.

Responsibilities

• Provide day-to-day reception and administrative support to teams across the department.
• Manage time-sensitive task requests and changing priorities effectively.
• Assist project teams by coordinating project details and following up on pending needs to ensure that deadlines are met.
• Coordinate management meetings, projects and reports, including calendar management.
• Assist with budget preparation and control activities including monitoring project or department/area budgets.
• Perform research, analysing information, and making recommendations based on findings.
• Compile complex data/information from a variety of sources to prepare memos, documents, reports, spreadsheets (including charts and graphs), and presentations using a wide range of software and platforms.
• Maintain accurate and organised records, trackers, documentation and team resources.
• Take meeting minutes and manage meeting documentation.
• Use computer apps and software to schedule meetings and appointments and maintain calendars - usually for multiple leaders.
• Manage email inbox(es) of assigned leader(s) to agreed level.
• Make travel arrangements.
• Support the day-to-day management of vehicles, including bookings, records and driver support.
• Provide direct vehicle support to senior leaders and other assigned vehicle users.
• Support vehicle processes including incidents, claims, acquisitions and disposals.
• Present at meetings.
• Support office resiliency operations and response (emergency response).
• Plan, organise, and execute large meetings, conferences, and other events.
• Manage all incoming mail and correspondence, ensuring it is accurately sorted and distributed to the appropriate departments and recipients.
• Answer complex telephone and email requests.

Qualifications

Required:

• 3 years of any combination of related experience or progress towards or completion of a relevant university (post-secondary) degree or an industry-recognised certification.
• Comprehensive administrative support working knowledge.
• Key skills include the ability to:
• Communicate professionally in writing and verbally, including confidently engaging with senior leaders, colleagues and visitors.
• Demonstrate strong organisational skills and attention to detail, with the ability to organise and prioritise work and manage multiple priorities effectively.
• Work effectively in a reactive and changing environment, managing interruptions, switching priorities and returning to tasks as needed.
• Utilise Microsoft Office/Microsoft 365 and other software effectively, including Outlook, Excel, Word and Teams, to schedule appointments, analyse spreadsheets, prepare presentations, take notes and minutes, and create and update documents.
• Provide advanced research, analytical and data summation support.
• Proactively anticipate needs, think strategically and take ownership of tasks while working independently.
• Adapt standard processes and procedures to address complex problems, identify less obvious solutions and proactively improve existing processes.
• Demonstrate strong problem-solving and sound decision-making skills when addressing complex issues and providing support.
• Coordinate projects, management meetings and events effectively, including creating agendas, taking minutes and following up on actions.
• Handle sensitive information appropriately and work with discretion, confidentiality and integrity.
• Adapt to new systems, processes and ways of working.
• Interact and work with others in a productive, professional, approachable and welcoming manner.
• Operate and maintain standard office equipment.
• Train, mentor, and lead the work of others.

To successfully perform the essential functions of the job there may be physical requirements which need to be met such as sitting for long periods of time, moving about the office to deliver mail and other items, and using computer monitors/equipment.

Preferred:

• A recognised university (post-secondary) degree, directly related experience, and applicable industry-recognised certifications.
• Broad knowledge of the organisation's structure, functions, and key personnel.
• May be required to communicate in other languages in addition to the local language.