In this role, you’ll be the master of diary management, making overseas travel arrangements, and handling expense processing. Your knack for preparation will come alive as you coordinate meetings, book venues, manage invitations, and ensure all necessary materials are ready for the big day.
As the heart of our team’s office management, you’ll be the go-to for daily inquiries, mail distribution, and liaising between global offices, including South Africa, Kenya, Nigeria, and Cote D’Ivoire. You’ll even provide on-the-ground assistance to visiting colleagues.
If that’s not enough, you’ll lend a hand in HR support by assisting with onboarding, benefits reviews, and even recruitment coordination. Your excellent relationship management skills will shine as you engage with external stakeholders and maintain a strong internal network.
The icing on the cake? You’ll take the reins on administration tasks like managing our internal resources website, supporting marketing endeavours, and diving into project and bid assistance as needed. You will be directly supporting c. 7 business leaders and a team of c.45 people in our friendly central London office.
If you’re ready to be a key player in our efficient, global team and make a real impact, we’d love to hear from you. Join us as we tackle exciting challenges and foster a positive workplace culture!
Core duties include:
PA Support:
Diary management
Expenses processing, including company cards
Preparation of Meetings and Functions/ Events:
Booking of appropriate venues, refreshments and equipment
Managing invitations and/ or meeting requests and reminders
Ensuring necessary notes/ packs/ agendas are prepared prior to the meeting
Team Office Management
Touch point for day-to-day team questions
Receipt and distribution of mail
Liaison with office management team
Support finance in checking, processing and assigning UK office running costs
Liaison between London and other global offices (South Africa / Kenya / Nigeria / Cote D’Ivoire)
On the ground support for visiting colleagues
Provision of ad hoc UK based support to Office Manager based in the Head Office (supporting senior staff in Johannesburg)
HR Support
Assistance with onboarding and induction for new hires
Support reviews of UK employee benefits, and benefit renewals
Support in recruitment – scheduling interviews, managing candidate documentation, managing background checks
Travel Arrangements:
Booking and confirmation of travel requirements for GS London staff (locally and internationally) as required
Ensuring travel requests are handled timeously and within the pre-approved process of the organisation, including flights, transfers, visa applications, insurance, accommodation and car hire
Relationship Management:
Develop and maintain professional relationships with external stakeholders of the business
Develop and maintain professional and sound working relationships with all internal levels of the organisation
Group Services Administration:
Management of the internal resources website in liaison with HR, Business Development and Marketing
Supporting the marketing function in the development and printing of marketing promotional material, including pamphlets, banners, videos etc.
Project and bid support as required
UK supplier management:
Collating supplier info for finance for new suppliers
New supplier research, comparison and recommendation
Mini research projects
General financial support for the UK office including uploading invoices into the finance system
Requirements
Proactive, energetic with a positive attitude
Demonstrates diplomatic tenacity
Problem-solving mindset
Willingness to get stuck in
Excellent attention to detail
Strong communication skills both verbal and written
Highly organised and experienced in managing your own workflow to complete requirements within set timescales.
Team player with ability to work using own initiative when necessary.
Proficient in the use of Microsoft Office and Google Suite applications.
Confident working across geographies, cultures and time zones
Comfortable working with colleagues face-to-face and virtually
Pro-active relationship builder
Apply via :
genesis.mcidirecthire.com