Job Description

Robert Half Office Team are currently recruiting for an EA for a marketing company on a 6 month FTC. They are based near London Bridge.

Duties:

• As an important member of the team, this role entails a variety of critical responsibilities in ensuring the vital administrative side of our process runs seamlessly. They are expected to support by:
• Driving efficiency and effectiveness of our team:
• Creating and maintaining schedules, work-plans and business development, relevant engagement "to-do" lists
• Attending internal and external meetings, as needed, and taking comprehensive notes o Based in the office at least 3 days per week but this could be more depending on day to day needs
• Providing comprehensive administrative assistance:
• Maintaining professional and courteous relationships with executives, management team, colleagues, vendors and guests
• Interacting directly with executives & clients to ensure meetings run smoothly o Maintaining calendars; scheduling appointments and proactively managing time-conflicts.
• Preparing itineraries and making travel arrangements when necessary o Preparing teams expense reports on a timely (bi-weekly/monthly) basis o Managing facility/meeting room bookings
• Ensuring all guests are entered into building security and managing in-office guests o Acting as primary point of contact for IT and ensuring all systems are functioning properly in advance of phone and video conferences
• Managing the administrative process on client projects for the team and ensuring all corresponding information is distributed correctly
• Supporting business development efforts of the team: o Preparing briefs by researching and gathering intelligence on prospects prior to meetings with prospective clients
• Capturing detailed notes on business development calls and handles distributing to the relevant team members and saving information as required in our databases
• Moving internal process along by looping in relevant colleagues in the teams/networks, drafting follow-up emails to prospects, capturing key data and distributed to as necessary.
• Supporting development of proposals through coordination with the relevant teams.

Experience and desired skills:

• 8 years of experience in a support role in media, marketing, advertising, technology, finance and/or consulting fields
• Excellent verbal, written and interpersonal skills
• Strong analytical skills
• Ability to take initiative, work independently and work effectively under pressure while producing accurate and consistent results
• Impeccable attention to detail
• Ability to multitask efficiently and effectively
• Ability to anticipate shifting priorities; management of extensive complex international diary and inbox
• Strong and proven knowledge in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
• Intermediate experience with LinkedIn researching
• Ensuring invoicing is processed and paid allocating PO\'s if needed.
• Responsible for booking flights and travel services according to schedules via our online travel platform
• Strong management of email filing across inboxes and ability to be on top of email inboxes at all times
• Manage time efficiently and cross multiple time zones
• Seek to improve processes
• Seek to assist wherever possible within the organization and improve communication
• A strong initiative for meetings that are or will be needed in the future.
• Ensuring relevant folders are set up and up-to-date on the SharePoint and access available for team members that require it.
• A strong ability to follow a pitch calendar and cross reference needs for teams\' calendar

Robert Half Ltd acts as an employment business for temporary positions and an employment agency for permanent positions. Robert Half is committed to equal opportunity and diversity. Suitable candidates with equivalent qualifications and more or less experience can apply. Rates of pay and salary ranges are dependent upon your experience, qualifications and training. If you wish to apply, please read our Privacy Notice describing how we may process, disclose and store your personal data: roberthalf.co.uk/legal-information/privacy-notice.

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Executive Assistant, Personal Assistant

Robert Half