About this role
To handle all the Director’s administrative duties/executive support and assist the team with coordination and general administrative duties to support the achievement of objectives.
Please note that this role requires a minimum of three days per week working from our Paddington, London office. On occasions when the UK Director is working on-site, you may be required to attend up to four days per week.
Applicants should be based in the UK and already have the right to work here.
Responsibilities
Performance of general administrative duties
Screening inquiries, emails, and requests professionally in order to ensure that all contacts are dealt with courteously and requests are channelled timely and accurately.Lead weekly / daily Director briefings on priorities & outstanding actionsMeet and greet division / unit / department visitors in order to ensure that their visit runs smoothly.Manage the Director’s and the team’s calendars and coordinate their meetings in order to ensure that calendars are maintained accurately.Handle the setting up of all types of business meetings including high level meetings with internal and external parties and stakeholders. This includes booking meeting rooms and venues.Coordinate and arrange all Director business travel logistics including flights, hotels, meetings, etc. with full detailed business trip pack for each business tripSupporting the Director ensuring he is fully prepared ahead of all meetings and has all the necessary paperwork needed in advance of the meetings.Submit expenses and other payments as and when needed.Control of documents
Perform document control through ensuring the implementation of relevant procedures, execution numbers, and protocols to reference, file, maintain and update any relevant documents in both hard and soft copies.Ensure all office files are managed according to confidential and internal processes.Manage filing of important documents, incl. proactive distribution to relevant colleaguesPreparation and review of documents
Prepare background documents and outgoing mail and review and summarize reports and documents.Prepare, draft and execute letters to all stakeholders as requested.Ensure appropriate materials provided ahead of review/meeting, screen and suggest on any changes/additional informationAssist the Director and the team with the preparation of presentation materials.Coordination with other divisions / departments
Work closely with other divisions / departments to ensure that the team receives the required support for their projects and activities.Coordinate with relevant parties to ensure that marketing and other related materials are drafted, translated, printed and ready for all marketing and media, or executive events.Work closely with other coordinators to ensure collaboration and alignment of duties and processes.Support smooth flow of divisional / departmental operations and contribution to ad-hoc initiatives/work
Perform system updates and other system-related functions Oracle functions in order to support the team with routine operations via the system. Support in the coordination with third parties to ensure that they deliver services as per applicable service level agreements. Support the team in the execution of projects/initiatives as and when required by the Director to contribute to the completion of project objectives timely and effectively, and in line with wider plans. Preferred Qualifications
Diploma in business, administration or related fieldBachelor's degree in business or related field is an assetPreferred Experience
3-5 years’ experience as an executive assistant or in a senior administrative role gaining exposure to general office processes and senior executive support Job-Specific Skills
Good communication skills and able to work in a dynamic fast paced, diverse environmentAbility to prioritize and organize through calendar management skillsAbility to manage own variable work load, ensuring timely and accurate completion of assigned workStrong knowledge of MS office, including Word, Excel, PowerPoint and OutlookMust be fully aware of the sensitivity and confidentiality of the unitAs part of the application process, we will collect, store and process personal information about you.
Masdar will use your personal information in accordance with our Candidate Privacy Notice, which provides details on the purposes for which your data is processed.