Executive Assistant Reading, England
Job description
Project: £2bn+ Defence nuclear programme based in central South-East England.
A 10+ year programme to deliver a manufacturing capability including multiple projects and as the leading programme partner alongside design, equipment and construction partners. The programme is in a highly secure site and will require successful candidates to work in live and strictly controlled environments that are operating at the highest levels of safety and security. Due to the Client security requirements, candidates must be a UK National and will need to progress through security clearance.
Role outline:
The successful applicant will report to the Programme Director and support multiple Directors across the programme. Working alongside the Senior Leadership Team in the development and ongoing management of their appointment schedules and dealing with secretarial, administrative and office management tasks, as well as providing a wider business support activities working alongside HR, IT and Security.
Due to the strict security requirements, candidates must be a UK National and will need to progress through security clearance.
Responsibilities:
- Maintain complex and detailed management of multiple diaries; coordinating and prioritising meetings, booking rooms, and preparing documentation.
- Itinerary planning, travel bookings and hotel arrangements.
- Deal with incoming emails, and action or respond on the Programme Director's behalf where directed.
- Maintain and assist with expenses and timesheet systems.
- Perform general clerical duties to include but not limited to entering data, filing, answering telephone calls, relaying messages, meeting and greeting guests.
- Ordering materials and systems and approvals with suppliers.
- Preparation of reports & documents internally and externally using Microsoft Office applications including Excel, Word, Outlook, and PowerPoint.
- Support the management of all aspects of accommodation, mobilisation, and demobilisation which include office furniture, phone and IT systems, access, and security for the new programme office.
- Coordinate site visits for both client and programme staff.
- Organise team, or wider programme events which may involve external venues.
- Produce, update, and collate documents as directed for reports and presentations.
- Prepare agendas, co-ordinate apologies and responses, make appropriate room and catering arrangements and set up the tech in meeting rooms.
- Keep accurate filing and archiving systems in accordance with QA procedures.
