Administrative Assistant I

• Provide administrative support for the overall team of 50+ people located in EMEA.
• Schedule the Leadership Team Rhythm of Business - issue calendar invites, room bookings, monitor attendance, order catering (if required), record notes and actions discussed at meetings (as required) and follow-up on actions
• Book travel and provide visa support
• Prepare and submit expense claims
• Book meeting rooms and catering as required (in line with budget provided)
• Support the team in identifying and executing compliant procurement processes - this could include:

• Submitting Purchase Orders on behalf of PO Owner
• Uploading Contracts/Statements of Work for digital signature (where required by Policy)
• Submitting Single Payment Requests on behalf of owner (where compliant with Policy)
• Save supporting quotes, emails for POs to a business shared drive (so can be retrieved in the event of Internal Audit queries)
• Set-up of New Vendors on My Order tool (where required and sufficient notice provided)
• Hardware orders and asset tracking of devices for the department - in line with budget advised by Financial Controller
• Directing owners to make payments using their AMEX cards (where relevant)
• Help to educate PO owners and Invoice Approvers on their responsibilities in terms of accruals and providing proof of execution.

• Support the Team in the organisation of all logistics and formatting slides associated with large events including; All Hands, team offsites, Senior Executive visits etc
• End to end management of Team Morale events
• Support the Onboarding of New Hires to the team by ensuring

• Delivery of device, peripherals and phone (if appropriate)
• Providing direction to new hire on campus information and administrative tools e.g. travel tool, My Order, expense tool
• Update organisational chart

• Liaise with Retail Estate & Services team to resolve issues affecting general work area
• Keep distribution lists / team aliases up to date
• Maintenance of Teams Sites (add new users etc) and/or older SharePoint sites
• Support ad-hoc projects and initiatives as directed by Hiring Manager
• Be familiar with policies and support the Leadership Team by driving awareness and compliance with admin related policies across the team

THE SUCCESSFUL CANDIDATE

• Has demonstrated work experience in a fast-paced environment
• Exercises sound judgment, tact, diplomacy, integrity and professionalism in all transactions, demonstrating a positive "can-do" attitude
• Is self-driven; must possess an aptitude to work independently to achieve results with a high degree of accuracy and attention to detail
• Is action-oriented, has outstanding project and time management skills.
• Enjoys managing and dealing with significant change and reacts with appropriate urgency calmly to situations and/or events that require a quick response
• Is willing to take ownership and drive issues to a quick and solid resolution

COMPETENCIES REQUIRED

• Minimum of 3 years demonstrated successful work experience as a Personal Assistant or Group Admin
• Knowledge and proficiency with Microsoft products including Outlook, Microsoft Office, Microsoft Teams
• Strong planning and organisational skills with the ability to prioritise and problem solve plus change direction in response to ambiguous work situations
• Highly motivated and flexible individual with ability to work under pressure and sometimes to short deadlines
• Effective verbal and written communication skills
• High level of integrity, confidentiality and discretion
• Knowledge around overall PO management and finance practices would be an advantage
• Ability to build effective working relationships inside and outside the workgroup considering working styles and perspectives of diverse individuals and group