Our client is seeking an Executive Support Administrator to join their dynamic Operations team based in Jersey. This full-time position involves a contracted 37.5 hours per week, offering an exciting opportunity to become part of a growing team of Executive Support Assistants who are dedicated to supporting the business priorities of Partners and Directors across the Channel Islands. In this role, you will have the chance to develop both personal and technical skills, expand your networking opportunities across the organisation, and gain a deeper understanding of the firm. The ideal candidate will be self-motivated, highly organised, and possess a strong customer service mindset to adeptly manage tasks and workload. You will also be expected to stay updated on current and emerging technologies to enhance your efficiency in this position.
Job Duties:
- Provide transactional support for stakeholder diary and meeting management, organising both client and internal meetings, and managing existing calendar invites.
- Research and book travel arrangements, including complex itineraries with flight, accommodation, and visa requirements.
- Prepare for stakeholder meetings, including creating briefing notes, slides, and bios of meeting attendees; attend meetings to produce minutes and transcribe recorded sessions when required.
- Format and prepare documents in compliance with branding guidelines, coordinating with the relevant stakeholders as needed.
- Maintain the firm's Client Records Management system and assist with updating it when required.
- Manage the room booking system, resolving any conflicts that arise.
- Draft and monitor stakeholder mailboxes, engaging with stakeholders on matters that may require additional decision-making.
- Ensure timely and accurate completion of timesheets for yourself and assigned Engagement Leaders while adhering to firm policies.
- Support compliance training completion for yourself and assigned Engagement Leaders by managing diary schedules.
- Provide support for internal and external event logistics, as well as assist with general office administration such as photocopying and scanning.
- Engage in social media management for stakeholders and support the completion of expenses and invoice claims as necessary.
- Participate in firm-wide initiatives and provide additional support during busy periods or when team members are on leave.
Job Requirements:
- Must possess 'entitled' or 'entitled to work' status; work permits cannot be provided for this role.
- Experience with desktop applications, particularly Microsoft Suite (Mail, Sheets, Docs, and Slides), is preferred, along with a willingness to learn.
- Strong attention to detail and accuracy is essential.
- An enthusiastic attitude with a solid commitment to personal development and continual learning is required.
- Proactivity, flexibility, and effective workload management skills to ensure deadlines are consistently met while maintaining high-quality work.
- Excellent interpersonal skills to foster trusted relationships with stakeholders and a strong collaborative approach within a team environment.
- Commitment to delivering high levels of customer service and professionalism, with discretion and confidentiality.
What You’ll Love:
Our client values diversity and strives to create a workplace culture where all employees feel valued for their unique strengths. You can expect to be part of a supportive environment that encourages personal and professional growth. In this role, you will not only have the opportunity to develop your skills but also contribute to various initiatives that resonate with your interests. The position offers the chance to make a significant impact within the organisation while working alongside a talented team who are equally committed to excellence and progress.
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