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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