Executive PA

  • Location
    City Of London, Greater London
  • Salary
  • Category
    Office and Secretarial - Executive PA
  • Job type
    Temporary contract
  • Industry
    IT and Telecoms
  • External Reference

Our client is looking for an experience Executive PA to provide the following duties:

  • Develop an appropriate level of business knowledge that allows the post-holder to make informed decisions in the absence of their relevant SVP/Exec. This will include the project management of basic workflows and the development of project scopes to support this business function.

  • Develop mutually beneficial networks across the PA and functional community at all levels within Atos around the globe to establish and develop effective relationships, adopting a customer focus with all internal and external stakeholders including clients, the Executive team and internal colleagues

  • Meet and greet all guests and to act as an ambassador for the Executive team

  • Ensure that confidentiality is maintained at all times

  • To work collaboratively across the Executive PA team to ensure that other PA's and Executives are supported when necessary and that the team works together to generate 'win-win' outcomes

  • Share best practice and learning across the Executive PA team and wider PA networks in ATOS

  • Attend external and internal meetings, take minutes at these meetings and follow up these actions on behalf of their SVP/Exec and relevant teams

  • To effectively manage their SVP/Exec's diary by understanding high and low priorities and managing these accordingly

  • To maintain diaries to ensure the most effective use of their SVP/Exec's time including the 'building in' of travel and desk time

  • To arrange and manage internal and external meetings and external events/conferences. This will include agenda management, room bookings, preparing papers for attendees, taking minutes, managing agreed actions and arranging hospitality where necessary

  • To produce reports, documents and presentations (e.g. monthly reporting and PowerPoint etc.) for internal and external meetings where appropriate. This will include the collation and analysis of data where relevant

  • To proactively manage their SVP/Exec's email inbox or social media platform. This will include the composition and drafting of responses, prioritising key issues and prompting relevant stakeholders to take action when appropriate

  • To pro-actively screen, evaluate and prioritise incoming phone calls and manage these diplomatically and professionally

  • To manage all travel arrangements on behalf of their SVP/Exec including the preparation of itineraries and collection of tickets when necessary and where relevant

  • To approve the travel arrangements of their SVP/Exec and query any arrangements that appear to be outside current Atos Travel Policy

  • To create an effective filing system so as to ensure confidential storage and efficient access

  • Process expenses on behalf of their SVP/Exec and approve expenses of their teams

  • To approve shopping carts and invoice payments under direction from their SVP/Exec, ensuring process is adhered to

  • To manage HR administration on behalf of their SVP/Exec including processing holiday requests and supporting the induction of new recruits where necessary

  • To proof or 'red pen' documents to ensure quality control

Job Requirements

Essential / Minimum Criteria

  • Strong experience of working in a blue-chip, complex organisation as an Executive PA, preferably at board level

  • Experience of working in an information-sensitive environment

  • A proven track record of operating effectively within a team of Executive PA's or a similar group of professionals

  • Experience of following and adapting administrative processes

  • Demonstrable experience of acquiring expertise of a business function to facilitate the taking of low level business decisions on behalf of executives (eg meeting priorities and advising who to see)

  • Experience in working in high-pressure environments that require high attention to detail and accuracy as well as a proactive work attitude

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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Please apply with your CV to: sarah hughes