Executive Assistant - First Bus London
The Executive Assistant will provide comprehensive support to the MD and all Directors of First Bus London.
Based at Head Office in Chiswick West London, the job holder must have the flexibility to work from any of our other sites, as and when required, with cross group support required on an ad hoc basis
Job Details:
- Ensure proactive management of the Directors' diary commitments and organisation of time including making available any relevant documentation required at meetings or to complete daily tasks.
- Produce accurate and timely correspondence, reports and presentations on behalf of the Directors.
- Deal with correspondence such as calls, emails, faxes and post, and respond and act upon these as appropriate.
- Liaise with internal and external contacts on behalf of the Directors as required.
- Set up and/or maintain effective office systems including data management and filing.
- Organise and co-ordinate events and meetings including arranging refreshments and taking and circulating minutes and/ or any other relevant documentation as required in an accurate and timely manner.
- Co-ordinate and organise period reporting submission and distribution.
- Assist the communications department in updating website links and liaison with 3rd party agencies as and when required
- Act as project co-ordinator for specific projects as required.
- Arrange local and international business trips/travel as required.
- Support and cover for other PA/EA's when required.
- Undertake any other reasonable tasks that may be required from time to time.
- Ensure understanding of and compliance with the company procedures for health and safety, specifically reporting accidents and any defective equipment.
Experience:
- Previous experience in a PA/EA role preferably working with a senior level manager or experience as an Office Manager is an advantage.
- Practice of managing a busy workload, multi-tasking and meeting conflicting deadlines.
- Proficiency in taking minutes for meeting and comprehensive diary management
Skills and knowledge:
- Excellent verbal and written communication skills.
- Excellent inter-personal skills including the ability to deal with all levels of staff.
- Excellent IT skills including proficiency in PowerPoint, Word, Excel and Outlook.
- Ability to work without supervision or guidance using own initiative within agreed parameters.
- Able to work effectively within a pressurised environment whilst often dealing with conflicting priorities.
- Accuracy and an eye for detail with excellent time management and organisational skills.
Personal Qualities:
- Professional, friendly and approachable with an assertive and confident manner when required.
- A commitment to providing an excellent assistant service.
- A can-do attitude and willingness to the extra mile to get things done.
- Ability to build rapport and effective working relationships with all levels of staff.
- Culturally sensitive and able to deal with people from many different backgrounds.
- Discreet and trustworthy, able to deal sensitively with private or confidential information.
- Conscientious, diligent and hard working.
Applications from outside of transport are welcome, however experience of working in a fast-paced matrixed environment will be beneficial
This is a full time permanent role, with expectations to be in the office 4-5 days per week