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Job description

Our high profile client in the automotive industry is currently looking to recruit a Team Administrator to work at their busy site in Whitley. This role will be onsite and working from home.

The Opportunity

· This is a succinct overview of the role

· To provide administrative support to Overseas Regional Leadership Team assisting in delivering excellent customer service and key business processes.

· The individual will be an active member of the team and deliver timely and efficient maintenance of a range of administrative duties, depending on the current need of the area.

· They will need to be proactive in their delivery and adaptable in their working style to a variety of daily challenges.

· There is a heavy weighting of the role towards travel, visa organisation and support with leadership events.

· To provide diary and general administrative support to Overseas Regional Director.

· Working with the Business Manager (BM) to align travel plans for all overseas MD’s.

· Provide support by arranging (booking cars, flights, trains, arranging hotels); and gaining required sign off prior to booking; liaising with markets (MDs and PAs).

· Checking visa requirements for countries planned to be visited; applying for visas when needed; checking immunisation requirements and advising traveller e.g. yellow fever certificate.

· Providing letters of invitation to overseas employees applying for British visas

· Creating letters of introduction for directors and other UK team members, when overseas visas are applied for, ensuring both letters of introduction and invitation mirror each other’s details.

· Collation, creation and submission of Overseas Regional Director expenses

· Checking and passing to Regional Director of Overseas MDs’ expenses (& travel) for approval; providing approval to relevant PA once gained

· Supporting BM arranging monthly leadership off sites, Strategic Projects Workshop, and MD Conferences; checking availabilities, booking, or working with in-market PA to book, best suited (facilities/price) local hotel, meeting venue and any activities or transport necessary; raising of any PO needed to cover

· Alignment and support arranging meetings, booking conference rooms etc., liaising with both internal and external meeting delegates, ensuring that external visitors are booked in on the system, and, where applicable, have been provided with site access/park & ride details prior to their arrival

· Meeting and greeting on-site visitors to Whitley/Gaydon; escorting them to meeting rooms and back to reception, or the gate house, when discussions are over; organising refreshments when necessary

· Checking and issuing delegated authority when Overseas Regional Director is out of office.

· Filing and archiving information in accordance with departmental and company processes.

· Management of UK Overseas distribution list – addition and removal of starters and leavers as appropriate

· Occasional ordering of stationery and paper

· Collation of overseas Quarterly newsletter – Working with the markets on submissions and working with BM to finalise copy.

· Support and maintenance of SharePoint/Yammer/Templates Ensuring information is up to date and markets/region are actively using it.

· Support with strategic priorities inputs Diary invites/request for information

· Support with Overseas Objectives process – Diary invites/request for information

· Support on building PowerPoint packs for conferences/meetings.

· Any other duties or requests that may arise within the remit of the Overseas Regional Director PA or Team Administrator

Knowledge, Skills and Experience

Essential:

· Demonstrated ability to prioritise, work to tight deadlines, adapt to and negotiate varying demands of four senior executives and their teams

· Experience of working in a support capacity to Senior Executives.

· Previous experience working in an administration role that manages complex travel planning requirements

· Proficient analytical and problem solving skills

· Proven ability to work in a fast-paced, changing organisation

· Detail orientated with good organisational skills

· Excellent written and verbal communication skills

· Apprenticeship or equivalent experience preferred

· High level of computer literacy/competence; excellent skills in Microsoft Office (Word, PowerPoint, Excel) and Google Mail.

· Strong interpersonal skills including the ability to develop effective working relationships and work as part of a team.

· Planning and problem solving skills

· Able to demonstrate can act with diplomacy

· High level of accuracy and attention to detail.

· Experience in dealing with confidential matters, and able to exercise strict discretion.

· Excellent personal presentation and ability to represent the Company in a highly professional manner.

· Proven track record of demonstrating logic and analytical thinking

· Comfortable with data management/data manipulations

· Existing knowledge of working with finance processes, venue booking and system usage

· Extensive data management skills

INSIDE IR35

40 hours per week

12 months rolling contract with the view to extend

Up to £26p/h umbrella co rate (depending on experience), PAYE option is available

Onsite and working from home

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Salary: £23.00-£27.00 per hour

Benefits:

• Work from home

Flexible Language Requirement:

• English not required

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Coventry: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Coventry

Reference ID: 38723