Business Support Assistant

Reed Recruitment are delighted to be supporting our client seeking a Business Support Assistant. Reporting to the Operations Director, you will support the business with administrative resource and organisational and departmental functionality.

The ability to manage diaries and co-ordinate travel requirements is essential, as is the ability to maintain a high level of integrity, communicate, prioritise workload, and handle multiple tasks with a pro-active, accountable, efficient and organised approach.

Meetings and Travel

• Arrange and coordinate diaries for meetings, and booking meeting rooms
• Set up meeting facilities, organise refreshments/lunch requirements and IT equipment
• Organise and coordinate travel arrangements; flights, hotels, parking and transportation
• Organise and coordinate restaurant bookings
• Organise all travel and accommodation whether to attend meetings or training etc. and liaise accordingly to book meeting rooms
• Support the Assistant to the Managing Director’s with production of meeting schedules, liaising across all business areas to ensure continuity
• Support the preparation and provision of documentation for larger meetings
• Compile a list of preferred suppliers for approved hotels with negotiated costings, ensuring best value practices for all overnight stays and periodically review. This element of the role must align with the Events Team structure and controls.

Correspondence and administration

• Compile general correspondence as required
• Day to day administration support to business teams as designated
• Management of department spreadsheets
• Maintain credit card records
• Responsible for tracking own workload.

General

• Production of documentation as required within business area of responsibility
• Track and manage staff anniversaries
• Support other members of the Business Support Team as and when required and cover during periods of absence
• Order department stationary
• Arrange gifts and anniversaries when required. The authorisation, structure and process of these to be determined in conjunction with HR.
• Work cost effectively and to budgeted requirements
• Support the Events Management team with ad-hoc tasks as required.
• Support the Assistant to the MDs as required and directed
• Any other duties as required.

Process and efficiencies

• To take responsibility for certain processes within the Business Support Team
• Create and manage process documentation including work instructions and check lists
• To deliver training and updates in the area of responsibility to the team
• To represent the Business Support team on process areas
• Work with the process owner on any significant changes that might impact the department or wider business.

Key competencies

• Strong administrative abilities
• Ability to work to deadlines
• Ability to always apply discretion, together with a high degree of confidentiality
• Extensive liaison and strong communication abilities.

Skills criteria

• Professional, and resourceful approach
• Excellent organisational and administrative abilities
• Approachable and diplomatic
• Able to work on own initiative
• Excellent communicator in both verbal and written mediums
• High degree of accuracy
• Intermediate knowledge of all Microsoft Products (PowerPoint, Word, Mail Merge, Excel etc.)
• Flexible to work additional hours when required
• To assist within other areas of the department/business as needs arise.

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