Personal Assistant to Senior Vice President, Business Affairs

This is a Full Time Job

Please note that this role is based in the United Kingdom. To enable us to meet the statutory and regulatory obligations of the United Kingdom immigration system, you must have the appropriate immigration permission needed to work and reside in the United Kingdom for the duration of the employment.

Overview of the role

We are looking for a proactive and experienced Personal Assistant to support our Senior Vice President of Business Affairs as well as the wider business affairs and legal team.

The team is globally focussed and requires an exceptionally organised and proactive individual experienced in organising meetings, events and travel across various global locations and time zones. This group is also heavily external facing and this role with often be the first point of contact for clients and external partners.

Responsibilities
• Efficiently manage, arrange and coordinate the fast changing scheduling commitments and calendar management of the SVP and the wider central team.
• Organise internal and external meetings, lunches, dinners, conference and video conferencing calls across several time zones.
• Anticipate scheduling conflicts and proactively resolve issues.
• Plan, coordinate, and execute travel plans, detailed itineraries, meetings, events, logistics etc. and take ownership of last-minute changes and travel disruptions with minimal impact.
• Provide general administrative and office support, such as maintain holiday calendars and prepare, reconcile, and submit expense claims and reports (including using Concur).
• Preparing final drafts, collating signatures (both internal and external via Adobe/Docusign) and central database document management.
• Handle sensitive and confidential information with the highest level of discretion and confidentiality.
• Where required, prepare meeting materials, agendas and briefing documents.
• Support the SVP and provide additional support to the central team members, as directed, to ensure that operations run efficiently on a daily basis.
• Plan and orchestrate work to ensure that all priorities are met, organizational goals are achieved, and best practices are upheld.
• Act as a point of contact for the SVP and to the central team among executives, employees, clients and other external partners.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications and plan events, both internal and off-site

Required skills and qualifications
• At least 5 years of experience in an EA/PA role reporting directly to upper executive management.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects and be able to work across variant time zones.
• Proficiency with MS Office, Outlook productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the company and its employees.

Preferred skills
• Experience in Concur systems for Travel and Expenses
• Experience in SAP and ARIBA

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