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Team Assistant (002179) in London at Inmarsat

Date Posted: 7/25/2018

Job Snapshot

Job Description

Primary purpose of the position: 

 

To provide administrative support to 3 departments and VPs within the division. The successful candidate will provide executive administrative support to 3 VP’s while supporting a variety of activities for the division and, as required for other groups within the Finance department. The successful candidate will have an organisational talent for managing multiple priorities in a proactive and resilient manner, and the flexibility to react quickly to changing situations, in addition to having the skills to interact with all management levels, across all functions of the business.

Job Requirements

Key responsibilities of the position:

General:

  • Manage VP’s business diaries/calendars as required
  • Organise complex travel arrangements and requirements
  • Raise Purchase Requisitions and set up new vendors; processing / track invoices for the department; communicate with requester; Accounts Payable and suppliers
  • Process expenses on Concur system (for VPs only)
  • Organise internal/external meetings and events, set up Webex facilities, teleconferences, videoconferences; ordering catering
  • Provide support to external guests and overseas Inmarsat staff visits to global Head Quarters
  • Format presentations and documents
  • Provide filing support and document management solutions (printing and scanning)
  • Provide telephone cover and answering support during meetings etc
  • Arrange couriers / shipments documentation
  • Ordering stationary supplies
  • Working with another Finance Team Assistant, provide ad hoc support at peak periods including assisting at quarterly investor events and cover holiday Skills and experience

Essential

  • Experience in managing complex diaries, internal/external meetings, travel and mail within a corporate environment
  • Previous experience of supporting multiple senior leaders in a team administration role
  • Organised with excellent attention to detail and strong time management skills
  • Excellent inter-personal and communication skills, in particular to liaise with important external stakeholders
  • Proactive and driven
  • Microsoft office suite in particular Outlook, Word, Excel and PowerPoint

Desirable

  • Experience of Purchase order requisitions
  • SAP
  • Experience of planning and co-ordinating team events