Executive Assistant / Office Manager UK&I
What you’ll do:
This role has 2 primary accountabilities:
1) As Sales Support Assistant to support the UK & I country sales leader, VP Sales North Zone and the North zone leadership team
2) As Office Manager the operational responsibility for Slough office, supporting the nominated site leader & Cluster Sales Leader UKI
Working closely with the office-based team, field sales organisation, customers, business units and central teams as required the activities/accountabilities include:
Executive Assistant:
- preparing meeting packs & arranging on-site and off-site meetings for the zone leadership team
- collating data from internal/external sources as required for management information; preparing in required formats O365, SAP etc.
- organising internal & external zone events, including sourcing venues, booking meeting rooms, travel, catering etc.
- attending meetings as requested to manage actions/minutes
- carrying out general administrative tasks; making travel arrangements & coordinating the schedules of the zone and cluster sales leaders
- liaising with customers when arranging meetings and events
- coordinating legal requirements for document signature & notary duties required by North zone leadership team and registered office
Office Manager:
- being the focal point contact on-site in the Slough office supporting all functions/teams of the CSO as required
- managing inbound calls, re-directing as appropriate and distributing messages to staff in a timely manner
- responsible on a daily basis for post/parcel/courier deliveries and collections
- manage the office operational needs such as stationery, welfare, catering, meeting rooms, AV equipment, office equipment etc.
- raising orders in systems such as Ariba & Candex, booking-in and invoice approval processes
- aligned to the self-serve process support onsite meetings as required
- maintaining parking permit database for employees and visitors & coordinate lease arrangements w/ provider
- maintaining access fobs for employees and visitors and coordinating contractor & external party building access for facility needs
- manage required licences such as TV & MPL ensuring timely renewals
- report and coordinate facility issues as they arise
- Monthly EL tests, meter readings, tap temperature tests
- maintaining the UKI sales org SharePoint
- coordinate/support our engagement groups (inclusion & diversity, social club, community, sustainability and charity)
- support Slough/S&M meetings as required
- act as UK administrator for AMEX and manage the BTA account, issuing, reconciling and coding the monthly statement
- act as travel coordinator (according to the roles and responsibilities defined for this activity)
- act as mobile phone UK coordinator limited to approver and escalation management
- handling other ad-hoc general administrative tasks needed for smooth running of sales org, other Eaton UK entities and registered office
The activities and duties may change from time to time based on the business needs.
Qualifications:
Education level required - Flexible depending on experience & skills
Years and area of experience required - Flexible depending on experience & skills
Skills:
IT literate with solid knowledge of Microsoft Office packages, (Word, Excel PowerPoint, Teams, Outlook etc.) & SAP
Rigorous organisation skills, able to prioritise, plan & execute standard work as well as the ability to handle ad hoc activities as required.
Teamship is essential, working well with others, with exemplary inter-personal and relationship building skills.
A positive can-do & flexible manner is essential as is very high level of trust worthiness due to the level of leadership this role supports.