2 months ago
Job Title: Executive Assistant
Location: Filton, Bristol
Duration: Up to 20 months
Hours: Full time
Pay rate: On application
Our client in Bristol is currently seeking an experienced Executive Assistant to provide full administration/secretarial support to the Head of Costing Manufacturing. This key role will also provide ad-hoc support to the Heads of Costing UK.
The successful candidate will be focused with a desire to support key stakeholders, provide them with a high standard of service, keeping them informed of progress and have a helpful and friendly "can do" attitude. You will be able to work on your own initiative with minimal supervision and prioritise your own workload to achieve key deliverables.
*Email management for the Head of Costing Manufacturing, highlighting
e-mails that require action/follow up and pro-actively responding to e-mails where appropriate.
*Diary management including UK and transnational requests and requests from external suppliers
*Travel bookings including ensuring a pack for each trip includes agenda's, minutes and itineraries. Ensure all USA and Indian visas are up-to-date.
*Submit expenses for Head of Costing Manufacturing in a timely manner
*Liaise with Head of FCC's office in Toulouse with respect to FCC level meetings in the UK
*Assist in the organisation of FCCA team booster and FCC UK meetings, including involvement with input for workshops, planning etc.
*Set up the calendar for all regular FCCA meetings, including transnational locations where required
*Set up regular 1:1 meetings for Head of Costing Manufacturing and their direct reports
*Co-ordinate and submit weekly Comms on behalf of FCCA into the relevant iShare
*Provide MyPulse support to Head of Costing Manufacturing
*Facilitation of FCC activities on behalf of Head of Costing Manufacturing in their capacity as Site Co-Ordinator for FCC in UK.
*Coaching for expenses, travel, room bookings and help with ad-hoc enquiries from wider FCCAx team.
*Liaison with UK Rewards team in respect of any "FCCA" related activities including allocation of Non Payroll Awards i.e. Rugby / Football tickets.
*Delegated responsibility for time and attendance authorisation in MY HR
*Delegated responsibility for Expenses and Travel approval on behalf of Head of Costing Manufacturing
*Create and maintain the reporting of travel expenses for the FCCA team
Skills and Experience:
*Extensive experience working at an Exec/Senior Management level
*Confident and able to liaise with key stakeholders building strong business working relationships
*Happy to work as part of a high performing global team
*Excellent organisational skills with good knowledge of the organisation and ability to work at all levels transnationally
*Proficient in Word, Excel and PowerPoint
*Excellent interpersonal skills and the ability to influence without direct hierarchical responsibility
*Excellent communication and IT skills, both written and oral with the ability to maintain confidentiality
*Co-operate willingly with the wider team, adopting an open-minded and flexible attitude, whilst seeking to identify opportunities for continuous improvement within own role
*Knowledge of Click n' Buy/The HUB/MyPulse would be desirable
Morson International are acting as an employment business in relation to this vacancy
Personal Assistant; Executive Assistant; senior management; travel booking; Administration; filing; e-filing; GDPR; secretarial; data entry; data input; Excel; Word; Outlook; Access; MS Office; booking system; business support; database management; diary management; minute taking; document control