Executive Assistant
ViacomCBS
London, UKThis was removed by the employer on 7/19/2019 3:55:00 PM PST
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Full Time Job
Executive Assistant to EVP, HR and VP, Compensation & Benefits
12 Month Fixed Term Contract - Maternity Cover
JOB SUMMARY
This is an opportunity for a highly organised assistant to work within an exciting International organisation and to be part of a fast paced and dynamic team. Working as part of the HR team managing the diary to the EVP of HR and the VP, C&B whilst also providing administrative and professional support the Senior HR team. The role requires a high degree of professionalism, accuracy and adaptability.
This role is first port of call for anyone within the company wishing to gain access to the EVP of HR or the VP, C&B so an ability to act sensitively with different levels of staff across the global network is essential. Experience in HR, supporting at Senior Management level within an International based Company is advantageous.
This role will also be responsible for the HR Administration for the Senior Executives and HR team
KEY RESPONSIBILITIES
• Understand EVP’s priorities and assist in delivering them
• Extensive diary management across several time zones, including organising meetings, both locally and internationally (participant availability, meeting room booking, relevant equipment and picking up of guests from reception and providing refreshments), conference calls, video conferences; providing follow-up where necessary.
• Preparing agenda’s, document packs for meetings/bring forward
• Organising all business travel locally and internationally; arranging flights, Visa’s, hotels and provide complete itineraries.
• Preparation of draft presentations, general communications and correspondence on behalf of the EVP when directed. Preparation of routine and ad hoc reports and any other documentation required. Research, information tracking and collation as related to the preparation of HR presentations
• Working on relevant projects as assigned by the EVP
• Administrative duties – prioritising voice mails, dealing with incoming post – activating and responding where possible
• Managing expenses through Concur
• Process POs for invoices through Market and track payment
• Screening internal and external calls, taking messages, arranging conference and video calls, communicating incoming and outgoing information
• Prepare letters/salary review/bonuses/payroll, etc. for direct report group and senior management team
• Preparation of terms and conditions and files for the direct report group and senior management team
• Responsible for all filing and administration (electronically and on paper) in accordance with HR requirement (electronic and paper); General office administration such as, photocopying, scanning, dealing with invoices/PO’s and keeping databases up to date.
• Ad hoc duties in line with EVP, HR occasional expansion of role
Updating Org Chart for SMT & Team on a monthly basis
General team assistance
• Organising monthly team meetings
• Taking minutes at investigations, grievances and disciplinary hearings
• Updating general HR contact list
• Coordinating Team events such as lunches, leavers, birthdays etc
• Provide ad hoc support to HR team
• Upkeep of HR Stationary supply
• Coordinating catering for internal and external meetings
• Arranging conference calls and meetings across multiple time zones
WHAT SKILLS DO YOU NEED
• Proven experience at a senior PA level.
• Confidentiality & trust, will manage complex and highly confidential information.
• Personable and cheerful
• Interest in People & HR
• Excellent administration and organisation skills.
• Emotional Intelligence
• Outstanding communication skills, approachable manner and the ability to deal with employees and management at all levels, displaying diplomacy and sensitivity where needed.
• Able to deal with nuance in certain situations.
• Able to think things through and prioritise effectively, ability to know what is important and cope efficiently and calmly with a heavy workload.
• Proven experience of managing complex travel itineraries and the challenges these can create.
• Computer literate – excellent knowledge of Microsoft Office essential, PowerPoint.
• Pro-active nature with a positive, ‘can do’ attitude and a dedication to providing a first class support service.
WHAT ARE OUR BENEFITS
• Private Medical Insurance: You will be eligible for our full Private Medial Cover (From 3 months)
• Season Ticket Loan: We’ll pay for your season travel card up front and you can pay us back across the year
• TV Package Discount: If you subscribe for the likes of Sky and Virgin Media, we’ll get £20 off your bill
• Pension Scheme: You will be eligible for our Pension Scheme from day one, as long as you are contributing to this, we’ll top this up with a voluntary contribution from us
• Discounted Gym Membership: We offer discounts to a number of Gyms
• Discounts at Local Shops and Restaurants: Whether you need a new pair of shoes or just want something tasty for lunch, we partner with a number of local businesses to offer us a discounted rate
• Access to Reward Gateway: With heaps of discounts on everyday shops, restaurants and household suppliers
WHAT ARE OUR VALUES
Our values, and their related behaviours, guide how we show up to work each day and help ensure that we all treat each other with respect. We want these to feel relevant to all of our employees and all parts of the business, as we believe that when these behaviours are achieved, we are the best we can be. The three values are intertwined and work together to drive the business outcomes we seek, and once combined we believe these will power our company forward.
BRAVERY
• Creativity: Push beyond the expected
• Passion: Stand up for what you believe in
• Risk-Taking: Take smart choices
EMPATHY
• Inclusion: Embrace diverse perspectives
• Collaboration: Work together as one team
• Innovation: Use insights to drive the business
HONESTY
• Trust: Assume best intentions
• Transparency: Communicate clearly and openly
• Accountability : Deliver, and own the outcome
Our recruitment Privacy Notice for Viacom entities in the EEA and Switzerland is available here.
This job description is a guide to the work you will be initially required to undertake. It may be changed from time to time to meet changing circumstances. It does not form part of your contract of employment and as your experience grows you will be expected to broaden your tasks, suggest improvements, solve problems and enhance the effectiveness of the role. THIS FORM SUMMARISES THE MAIN ASPECTS OF THE JOB BUT DOES NOT COVER ALL THE DUTIES THAT THE JOB HOLDER MAY HAVE TO PERFORM.