Business Support Assistant/PA

Business Support Assistant

Reading

Brook Street are currently working on behalf of our Global IT client to recruit a Business Support Assistant. This is a contract role running until June 2015 based in Reading.

Role Purpose:

- Diary management for senior staff, responsible for keeping an overall view of the diary and ensuring provision of all briefing papers and supporting information to the Manager in a timely manner.

* Manages team administration in an effective, timely and professional manner.
* Provides high level administration support to the senior staff member's team, including:
o Scheduling and co-ordination of group meetings/offsites, including logistics, catering etc.
o Preparation of meeting agendas and briefing packs where appropriate.
o Organising group travel itineraries and using online travel approval forms [where appropriate].
o Delivering high quality and timely responses to incoming telephone calls, emails and correspondence.
o Assisting with preparation of presentations, reports and correspondence from draft.
o Photocopying, faxing and dealing with courier requests.
o Collection and distribution of mail from the mail rooms and ownership of mail rooms.
o Ownership of internal processes, including creating Purchase Orders, tracking invoices, ordering Hardware/Software/Procurement and Samples.
o Updating and monitoring Org Charts, team aliases, Sharepoints.
o Responsible for assisting new starters.
- Acting as main point of contact for the Group when they are out or away from their desks.

* Remind Manager(s) of scheduled activities which require preparation including 1-1s performance reviews, internal and external meetings, presentations, etc. Chase team members for information to meet deadlines.
* All travel itineraries to be identified and arrangements made well in advance with all visa requirements, currency, hotels, transfers etc.
* Undertake general Office Management duties on behalf of the department, eg: monitoring functionality of equipment such as faxes, photocopiers, printers, projectors, etc, and liaising with Facilities/ITG to resolve any issues.
* Meet and greet visitors to site, ensuring meeting participants are notified of visitor's arrival.
* To provide administrative assistance to ad hoc Group projects, where appropriate.
* Assisting with ad hoc projects on behalf of Managers as and when required, eg Md Year Planning etc
* Arrange conference calls/live meetings.

Personal Attributes:

- Extremely well organized, excellent planning and prioritising ability

* Ability to manage and prioritise multiple demands by being reactive/pro-active
* Ability to work under pressure, meet committed deadlines and ensure that others deliver what is expected on time
* Able to take effective action without having to know the total picture, but seeking the appropriate knowledge required and escalating as required
* Effective communication skills - both verbal and written
* Excellent interpersonal skills to develop and maintain key working relationships across team and across company.
* Self-starter, working on own initiative
* Maintain a basic business awareness
* Good attention to detail
* Willingness to learn
* Willing and able to work flexible hours
* Diplomatic and tactful
* Patient and calm
* Team player

As a Brook Street contractor you will be entitled to 25 days holiday per annum, 8 days paid Bank Holidays, discounted gym membership, use of the onsite health facility, access to online learning and training, free parking and an excellent subsidised restaurant. In addition, subject to qualification criteria, you will have the potential opportunity to earn bonus.

Salary: £23,000 - £26,000

Location: Reading
Application Deadline: 5pm Wednesday 5th November