Executive Assistant (Managing Director’s Office) – Greenford

This role is responsible for supporting the Managing Director to stay organised with daily tasks and communication, managing the diary for internal and external meetings, organising the Managing Director’s travel arrangements, and providing support to keep a smooth and efficient operation of the Managing Director’s office. It requires a proactive, can-do attitude, and skills in prioritizing tasks as they can change throughout the day.

Role and Responsibilities:

• Extensive diary management, coordination of the Managing Director’s schedule, correspondence, managing calendars, and setting up internal and external meetings, and appointments.

• Arranging Managing Director’s travel and accommodation arrangements, visa application processes, and submitting invoices/expense claims to Finance.
• Support the leadership team members with queries, documents, Managing Director’s availability, and other relevant requests.
• Attend meetings and produce and circulate notes/minutes, assist in preparing reports, presentations, agendas, etc. as and when required.
• Coordinating with other Executive Assistants for setting up Senior Level events, including client meetings, conferences, company offsite, etc.; arranging venues, conferencing, hosting, and refreshments.
• Coordinating with Teams, minuting meetings, tracking actions, sharing information ahead of meetings, and ensuring that equipment, room bookings, catering, etc. are in place before meetings or events.
• Support the organising and maintaining the office filing system.
• Perform a variety of administrative tasks and support the company’s senior-level managers
• Traveling/working between/from different campuses if needed, mainly London campuses (two East London and one West London campus) as and when needed.

Essential Skills and Experience

• Substantial previous experience as an Executive Assistant, Personal Assistant role preferably in corporate environment
• Excellent organizational and time management skills
• Discretion and confidentiality. Maintaining professionalism and strict confidentiality with information and strictly confidential matters
• Flexibility, proactive logistics, and efficiency, with demands and expectations prone to changing on a day-to-day basis.
• Excellent verbal and written communication skills including drafting and compiling reports.
• Strong knowledge and competencies in MS Office 365 package including Word, Excel, PowerPoint, Outlook, Teams, SharePoint; Adobe InDesign
• The ability to be proactive when problem solving and have a “can do” attitude

Other Information

The Executive Assistant (Managing Director’s office) will also be expected to demonstrate their commitment:

• to GBS values and regulations, including equal opportunities policy.
• the GBS’s Social, Economic and Environmental responsibilities and minimise environmental impact in the performance of the role and actively contribute to the delivery of GBS’s Environmental Policy.
• to their Health and Safety responsibilities to ensure their contribution to a safe and secure working environment for staff, students, and other visitors to the campus.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned.