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Key accountabilities:
Controls and maintains Director’s diary management
Ensures the appropriateness of personal and business appointments
Forward planning to ensure availability of the necessary business information required for each commitment
Provision of detailed itineraries and suitable travel arrangements and subsequent completion of expense reconciliation. Includes arranging and facilitating local and international business travel. Visa applications where applicable.
Ensure input of meetings/events/business trips into Group Benefits/Trusts systems as necessary.
Ensures confidential and sensitive handling of information
Deals with highly confidential and sensitive information appropriately and with great discretion.
Arranges and/or supports meetings involving the Director of Global Communications
Ensures availability of supporting meeting documentation in a timely way; supports with preparation of meeting submissions to deadline, ensuring adequate prior diary time is maintained.
Books meeting room (including catering, presentation equipment etc.) as required.
Sets agenda and takes minutes as required (especially internal meetings), proactively following up and steering timely delivery on topics discussed, constantly maintaining confidentiality.
General support to Director of Communications
Manages all Director enquiries, filtering as appropriate.
Meets and greets guests and supports at events as required. Maintains a well-rounded knowledge of the business, including areas overseen by the Director of Global Communications.
Liaises with the offices of the Board and other members of the senior leadership team, ensuring a smooth and open relationship.
Supports the senior management team, including ad hoc event and project support
Manages the day-to-day running of the office, including ordering stationery and office equipment where required.
Supports the Business Administrator e.g. raising purchase orders.
Supports onboarding of new starters, by ordering appropriate I.T equipment, ensuring all new-starter information is readily available to them. Maintains an inventory of all IT equipment within the business.