Administrative Support Assistant
Air Swift
ADMINISTRATIVE SUPPORT ASSISTANT
Location: London, UK
Recruitment Partner: Airswift
Airswift Recruiter: Ariane Lima
The Administrative Support Assistant is responsible for providing admin support including systems and associated processes required in the day-to-day business of the company. The role has responsibility for the coordination or delivery of a range of administration tasks. With excellent communication skills, they liaise with internal and external stakeholders, including senior management. Their organizational talent and attention to detail is important to keep the department running smoothly. In addition, the role will have specific responsibilities associated with respective Executive Management Team (EMT) member.
Accountabilities and Responsibilities Ensure the smooth operation of the office by handling day-to-day operational demands, fostering cross-functional collaboration where applicable Provide technical administration support, collaborating with relevant departments as needed to streamline processes Offer high-quality and efficient personal assistant services to the team manager/leader, fostering cross-functional understanding by liaising with different departments to fulfill requests effectively Manage communication with senior clients, shareholders, and other stakeholders, collaborating with relevant departments to ensure seamless interactions Manage calendars, emails, and phone calls, as well as coordinate local and international travel and handle business expenses, fostering cross-functional collaboration with travel agencies, finance, and IT departments Conduct administrative inductions for new staff members, collaborating with HR and IT departments to ensure a smooth onboarding process Monitor the calendar for Executive Management Team members upon request, collaborating with IT for timely response to technical issues Coordinate meetings with key internal and external stakeholders, fostering cross-functional understanding by involving relevant departments in meeting preparations. Support meetings by preparing agendas, recording minutes, and documenting key outcomes promptly, collaborating with different departments to ensure action items are assigned and followed up on. Initiate and process various e-forms, such as new hire/termination forms, catering requisitions, IT requests, travel requisitions, and training forms, collaborating with HR, finance, and IT departments for seamless execution. Generate contract purchase requisitions for the team using Irex, collaborating with procurement and finance departments to adhere to organizational procurement policies. Maintain departmental contact lists, holiday planners, distribution lists, and organizational charts, collaborating with relevant departments to ensure accuracy and accessibility of information. Organize and arrange travel and accommodation for department personnel, collaborating with travel agencies and finance for cost-effective solutions. Oversee timesheet processing on a monthly basis and serve as the main point of contact for any queries or corrections, collaborating with HR and finance departments to ensure accuracy and compliance. Act as the first point of contact for office-related issues, including office moves, equipment maintenance, and supplies replenishment, collaborating with facilities and IT departments for timely resolution. Order and manage stationery stock for the department or floor, collaborating with procurement and finance departments to optimize inventory levels. Undertake additional duties as necessary to support the department leader and team, collaborating with relevant departments to ensure tasks are completed efficiently.
Professional Skills and Experiences Demonstrated ability to manage multiple tasks efficiently while maintaining confidentiality Several years of experience in administrative and general affairs roles preferred. Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for administrative tasks and communication Ability to communicate effectively with all levels of staff (senior management, internal/external stakeholders) with confidence and professionalism. Proven ability to work under pressure, prioritize tasks, and deliver results within tight deadlines.
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Location: London, UK
Recruitment Partner: Airswift
Airswift Recruiter: Ariane Lima
The Administrative Support Assistant is responsible for providing admin support including systems and associated processes required in the day-to-day business of the company. The role has responsibility for the coordination or delivery of a range of administration tasks. With excellent communication skills, they liaise with internal and external stakeholders, including senior management. Their organizational talent and attention to detail is important to keep the department running smoothly. In addition, the role will have specific responsibilities associated with respective Executive Management Team (EMT) member.
Accountabilities and Responsibilities Ensure the smooth operation of the office by handling day-to-day operational demands, fostering cross-functional collaboration where applicable Provide technical administration support, collaborating with relevant departments as needed to streamline processes Offer high-quality and efficient personal assistant services to the team manager/leader, fostering cross-functional understanding by liaising with different departments to fulfill requests effectively Manage communication with senior clients, shareholders, and other stakeholders, collaborating with relevant departments to ensure seamless interactions Manage calendars, emails, and phone calls, as well as coordinate local and international travel and handle business expenses, fostering cross-functional collaboration with travel agencies, finance, and IT departments Conduct administrative inductions for new staff members, collaborating with HR and IT departments to ensure a smooth onboarding process Monitor the calendar for Executive Management Team members upon request, collaborating with IT for timely response to technical issues Coordinate meetings with key internal and external stakeholders, fostering cross-functional understanding by involving relevant departments in meeting preparations. Support meetings by preparing agendas, recording minutes, and documenting key outcomes promptly, collaborating with different departments to ensure action items are assigned and followed up on. Initiate and process various e-forms, such as new hire/termination forms, catering requisitions, IT requests, travel requisitions, and training forms, collaborating with HR, finance, and IT departments for seamless execution. Generate contract purchase requisitions for the team using Irex, collaborating with procurement and finance departments to adhere to organizational procurement policies. Maintain departmental contact lists, holiday planners, distribution lists, and organizational charts, collaborating with relevant departments to ensure accuracy and accessibility of information. Organize and arrange travel and accommodation for department personnel, collaborating with travel agencies and finance for cost-effective solutions. Oversee timesheet processing on a monthly basis and serve as the main point of contact for any queries or corrections, collaborating with HR and finance departments to ensure accuracy and compliance. Act as the first point of contact for office-related issues, including office moves, equipment maintenance, and supplies replenishment, collaborating with facilities and IT departments for timely resolution. Order and manage stationery stock for the department or floor, collaborating with procurement and finance departments to optimize inventory levels. Undertake additional duties as necessary to support the department leader and team, collaborating with relevant departments to ensure tasks are completed efficiently.
Professional Skills and Experiences Demonstrated ability to manage multiple tasks efficiently while maintaining confidentiality Several years of experience in administrative and general affairs roles preferred. Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for administrative tasks and communication Ability to communicate effectively with all levels of staff (senior management, internal/external stakeholders) with confidence and professionalism. Proven ability to work under pressure, prioritize tasks, and deliver results within tight deadlines.
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