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Executive Assistant

Job title: Executive Assistant
Contract type: Permanent
Location: London
Specialisation:
Salary: GBP 27K - GBP 30K
Reference: EN - PR/111426
Contact details: Mitsuo Sawai
Contact email: mitsuo.sawai@jac-recruitment.com
Job published: October 06, 2021 12:35

Title

 

Executive Officer

 

Salary

 

£27,000 - £30,000 per annum

 

Job profile

 

A Japanese global Culture Home are looking for the Executive Officer, who will ensure that the company will function efficiently and effectively by implementing and overseeing administrative processes. This will include the preparation and organisation of information, documentation such as meeting minutes and other records across the company. This will also include providing full administrative assistance, clerical support and diary management to the Projects Board and Project Teams.

 

 

JOB DESCRIPTION

 

PURPOSE OF THE ROLE

 

The Executive Assistant will support the company in ensuring the efficient, effective, and safe operation of the company as a public venue by implementing and overseeing administrative processes. They will provide administrative support to the Directorate and operational departments for Corporate Development, Finance & Compliance, Marketing & Communications, Operations & Services and Programming, making sure the very highest standards are maintained by all staff and third-party contractors. They will ensure compliance across services including building services and facilities management, third party service providers for cleaning, security, and IT. This will include the preparation and organisation of meetings, information, documentation such as minutes and other records across the company.

 

 

 

KEY DUTIES

 

General Administration

 

§  Responsible for internal meetings organisation. Prepare for and circulate agendas / minutes of key recurring internal meetings which may be conducted in both English and Japanese.

 

§  Coordination of staff, visitors, consultants, contractors, and service partners operating across the company.

 

§  Assist Directorate in the organisation of the company staff and collaborators travelling to and from Japan including accommodation and transport.

 

§  Support communication pathways with the incumbent contractors to promptly address any issues arising and obtain contemporaneous updates.

 

§  Review and audit documentation relating to contract works discharged including engineers’ reports, certification, and O&M Manuals as applicable. Ensure that documentation is available to demonstrate statutory and contract compliance.

 

§  Design, implement and regulate office operational policies and procedures to support the company’s activities.

 

§  Review and maintain up-to-date Standard Operating Procedures relative to activities on site across all departments, using standardised templates.

 

§  Organise, monitor, maintain and audit the company ’s record keeping systems, databases, files, and procedures.

 

§  Manage the recording and scheduling of the company’s contractual agreements.

 

§  Create itineraries and PowerPoint presentations for the Directorate as required in English and Japanese.

 

§  Assist Directorate in responding to queries, phone calls and invitations by taking forward such contacts as appropriate including liaising with Retail, Restaurant, and other internal colleagues.

 

§  Ad hoc research/assistance with projects for Directorate.

 

§  Assist the directorate in the processing of expenses and invoices.

 

§  Ensure guests meeting on site are well taken care of.

 

§  Act as secretary to the Directorate, ensuring that the agenda and papers for weekly meetings are prepared on time and to a high standard.

 

§  Co-ordinate, plan and deliver monthly and quarterly whole team briefings / meetings. Sourcing venues for larger group meetings where the company facilities are not available.


§  Organize the office, maintaining supplies of stationery, furniture, equipment, and welfare supplies. Responsible for maintenance of office equipment, including computers and photocopy machines.

 

§  Manage Office subscriptions to magazines and online resources.

 

§  Estimating, recording, and monitoring the office supply budget. Review and approve office supply acquisitions, placing orders, checking deliveries and invoices, as appropriate.

 

§  Follow up on phone calls and contacts as appropriate.

 

§  Monitor generic inboxes and disseminate/update information as required, answering emails and postal correspondence with the public, stakeholders, and contractors as well as feedback received through several channels.

 

§  Monitor, maintain and update the fixed asset register in line with significant purchases made across the business.

 

 

 

Health & Safety

 

§  Provide administrative support to the company operational teams for the Health and Safety management of the company premises.

 

§  Monitor health, safety & compliance activities across the company in accordance with the the company’s Health and Safety strategy.

 

§  Increase H&S awareness and promote a positive H&S culture throughout the local team including the delivery of toolbox talks.

 

§  Responsible for maintaining, reviewing, and updating internal compliance documentation databases and managing communications regarding health and safety.

 

§  Support with the required inspection, auditing, record keeping, and document control activities associated with the above.

 

§  Assist with the scheduling of equipment inspections, maintenance, facilities, etc. Performing remote audits with the Building Assistant and log and tracking equipment on internal asset registers.

 

§  Manage certificates and ongoing compliance, updating skills and training records while keeping H&S notices updated and distributed throughout the company.

 

§  Assist with planning and compiling of Health and Safety reports for meetings and reporting to the Board.

 

§  Maintain a safe and secure working environment, reviewing and updating health and safety policies and ensuring they are observed.

 

§  Schedule DSE assessments for staff working from home as required.

 

§  Assist in the organization and coordination of fire evacuation drills and testing of emergency procedures. Managing health and safety and evacuation procedures within the office.

 

 

IT Support

 

§  Liaise with our external IT provider to ensure Laptop and Mobile devices are set up correctly and delivered as required.

 

§  Support with IT setup for new joiners to the company.

 

 

 

§  Act as a Microsoft 365 administrator ensuring details are kept up to date across Users, Teams, SharePoint, and Exchange.

 

§  Coordinate Dynamics CRM Database management, Event set up, Guest list building and management as well as reporting on key KPI outcomes.

 

 

Reporting

 

▪  Co-ordinating and tracking against the company. Strategic / Annual Plans / Annual Targets producing regular reports for the company Board or EMC against the progress the plans and targets.

 

▪  Compiling completed timesheets for all the company employees and ensure data included is accurate and displayed in the correct format

 

 

PROFESSIONAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

 

Qualifications

 

▪  Appropriate tertiary qualification (e.g. diploma in Business Administration, or related business management field) or equivalent

 

▪  Relevant training, licences and certification are advantageous, NVQ, IOSH, NEBOSH, COSHH, CITB

 

▪  Additional training and / or supplementary courses completed in associated administrative, clerical, finance, project management or business areas also advantageous.

 

▪  First Aid & Fire Marshal training beneficial.

 

Experience

 

▪  Japanese language skills and an understanding of Japanese culture and history is essential.

 

▪  At least 2 years’ professional experience in an administrative or secretarial role with responsibility for executive-level correspondence, H&S compliance, administration, travel, and diary management

 

▪  Exposure to sector (Museum, Arts, NFP, Visitor Attraction or Heritage Destination) preferred

 

▪  Some experience of management advantageous

 

Technical Knowledge

 

▪  Health and Safety at Work Act 1974 - Health and Safety in the Workplace responsibilities of both the employer and employee in ensuring there is a safe working environment.

 

▪  Knowledge of accounting, budgeting, and other financial practices

 

▪  High level of proficiency in full MS Office suite

 

▪  Use of other software systems, such as Microsoft Dynamics, beneficial

 

CAPABILITIES

§  Excellent written and spoken skills in English and Japanese, proficient to high business language standard is essential.

 

 

Location

 

London

 

Hours

 

Monday to Friday, 09:00-18:00 with occasional out-of-hours requirement

 

Visa

 

Eligible to work in the UK without any restriction

 

About our client

 

Japanese global culture home