Administrative Assistant
Turner Broadcasting
London, UKThis was removed by the employer on 12/5/2014 8:27:00 AM PST
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Full Time Job
Duties: The primary purpose of the role is to provide administrative support to the VP of the Human Resources function for EMEA & APAC enabling her to manage her time effectively and productively across different teams, a multitude of stakeholders and different time zones. Given the nature of the function this roles supports, the duties performed require considerable discretion and confidentiality, initiative and tact and being able to work independently is a given. The role will also be providing support with the coordination and administration of employee training offerings in the regions working closely with members of the team in each of the regions. The Assistant must be well organised and have the ability to work independently and across different time zones. The individual needs to be able to prioritise their and their manager s time effectively, remain flexible, proactive, resourceful and efficient. The role requires a confident communicator who is professional and discreet in liaising with company executives and department managers in a wide range of geographies. Diary & Meeting Management, Travel & Expenses and General Support Manage the Executive s diary to ensure it is up to date and contains all confirmed meetings, manage meeting requests, confirm / decline invitations, ensure VP is aware of their schedule flagging any concerns or potential issues. Screening telephone calls, email, and other enquiries and requests, making proactive decisions where necessary Book meetings, send invitations, book meeting rooms, prepare documents, arrange refreshments for meetings and functions, book IT requirements, inform reception of guest / visitor arrivals, escort guest to meetings, rearrange appropriately if attendees unavailable. Acting as point contact for welcoming guests Organising International conference calls Schedule and coordinate regular team meetings, proactively and timely collate and circulate updates and agenda items in advance of team meetings Attendance and capturing of key notes and action points at specified meetings with appropriate follow up, including preparing reports Coordinating EMEA and APAC monthly status reports Research travel itineraries, book travel, prepare appropriate documents as required, book taxis, trains, hotels & flights as required. Always in line with the Travel & Entertainment Expense policy Administration of expense reports for VP in a timely manner and in compliance with the Company s policy Review team members expense report submission and flag any conflict with T&E policy or exceptions and process timely approvals At the request of the VP, support team members with travel arrangements and expense claims Liaising with the Facilities, Accounts Payable, IT and other support functions to ensure the smooth running of the department Managing the department logistics ordering system and budget Invoice management Maintain all distribution and mailing lists, organisation charts and contact lists for the regional teams Maintain a calendar of planned team absences/holidays and circulate on a regular basis - Anticipates needs and requirements of the VP and offers proactive assistance Occasionally providing assistance to VP s direct reports including diary management, expense reports and special projects Solves issues and problems Training Administration Work closely with the Learning & Development Managers and HR teams in the EMEA and APAC regions supporting the administration of employee training offerings in the regions Utilize MyCareer, Turner s Learning Management System (LMS) to administer employee training courses, delegate nominations, registration, tracking and reporting of learning and development activities in the regions Maintain accurate training records and ensure that relevant training courses and offerings are listed online and up to date and searchable/visible to the relevant employee population Coordinate training logistics locally - booking of rooms or external training venues, arranging catering and any equipment required, ensuring the room is set up as requested by the trainer Inform reception and security in Turner buildings of external visitors attending training events Research and arrange training venues (internal/external) in different training locations in the regions and coordinate with the HR team or other administrative staff in remote locations to ensure the logistics run smoothly Facilitate good communication with other departments and HR members across the regions to ensure all training is properly planned and coordinated - Support the L&D Managers with the coordination of internal marketing and communication of the training offerings in the regions Coordinate with external vendors Check invoices against orders and process Purchase Orders and invoices using internal workflow system
Qualifications:
- Proven experience in supporting Executives and working in multinational business environments - Excellent administration and organisational skills and attention to detail - Professional, discreet and confidential - Dependable and reliable - Able to work using their own initiative - Proficiency with the MS Office package, specifically Outlook, Word and Excel, plus advanced PowerPoint - Showing an interest in the Human Resources function and corporate business environment - Ability to communicate effectively with people of all levels inside and outside the company - Able to communicate in writing at all levels, displaying good email etiquette - Proactive and service oriented, flexible - Demonstrate a professional, friendly and approachable manner - Ability to speak additional languages is an advantage.