We are seeking a Business Assistant - for a 12 month FTC, with extensive experience in a similar role, to support our Energy and Natural resources team.
Main Duties
- To provide administration and management support to the Global Head of Clean Energy & Transmission and Global Head of Conventional & Low Carbon Energy.
- Managing complex travel arrangements (producing itineraries/directions/maps as required)
- Manage complex diary management (screening emails and sorting incoming mail, including responding to the emails, where required)
- Manage confidential correspondence and emails for sector leads
- Manage complex administration requests from internal/ external stakeholders
- Board management, inclusive of minute taking
- Line management and delegation of administrative tasks to Team Administrators
- Organising management meetings, ensuring the management team are well-prepared
- Liaising with client offices and client PA’s to arrange meetings externally
- Prepare and submit monthly mileage and expense claims for the sector leads
- Inputting purchase orders onto the finance system as and when needed
- Book meeting rooms as requested and maintain and manage electronic booking system
Set up rooms as per requests including arranging for refreshments to be provided in advance of booked meetings. Set up equipment where requested - Deal with queries on the phone and in person from the team
- Assist wider office administration team, including bid support as and when directed
- Produce, format and amend CVs, minutes, letters, reports, presentations and any other documents if requested
- Photocopying, printing, binding, laminating and scanning documents as requested
- Help set up social events in the office cafe
- Organise couriers & taxis for the Team
- Updating the Contacts and Marketing database
- Assist with the planning and organisation of events as when required
- Liaise with other Business Assistants and Team Administrators
- Managing highly confidential information
- Act as Fire Warden in an emergency – training will be provided
- Conduct research and information gathering when required