Managing Director Assistant - (Glasgow, UK)

Description

• Monitor, review, and approve standard expenditures to verify the activities of the department are conducted within established budgets.
• Coordinate catering, conference rooms and other logistics necessary for effective meetings
• Provide cross training and performance feedback on entry level administrative staff.
• Proactively manage and prioritize schedules, appointment requests and a high volume of calendar meetings and events. Manage the logistics of large group events.
• Exercise sound judgment and discretion in handling sensitive and confidential information.
• Facilitate document approvals and processing, which includes but not limited to invoices, contracts and other confidential documents.
• Manage (and sometimes create) internal communication going out to the UKO region from the Senior Managing Director.
• Assist MD / GM with calendar management, expense reports, travel, meeting coordination, and signature routing as requested.
• Provide high-level administrative and strategic support to the Senior Managing Director, Manager for the UKO Region supporting smooth operations, effective communication, and alignment with organizational priorities.
• Maintain the security and confidentiality of calendars, files, and records.
• Responsible for anticipating and gathering, compiling, verifying, and analysing information to prepare documents such as memos, letters, reports, and presentations with accuracy and discretion.
• Prepare a variety of communications including emails, meeting agendas, and meeting minutes.
• Facilitate smooth communication between internal executives and clients. This may include other board members, company executives, client executives, government officials, media, and internal employees.
• Provide complex screening, fielding, prioritizing of inbound communications via telephone, mail, and e-mail to resolve critical issues in a timely and professional manner.
• Arrange conference calls and related conference room set-up. Coordinate with IT / Office Administrators to ensure A/V equipment is in working order.
• Coordinate related issues and complaints, such as operational resources, workstations, space assignments and supplies, and follow up that resolution has been obtained.
• Coordinate with Office Administrators across the UKO region to effectively drive MD initiatives.
• Identify and recommend opportunities to enhance administrative and communication processes for improved efficiency.
• Assemble and analyse information involving business plans, and financial reports, resulting in accurate and timely submissions.
• Coordinate and anticipate travel arrangements and prepare detailed itineraries.
• Act as Notary Public and notarize various documents.

Requirements

• High School Diploma (GCSE's) Required
• Applicable office/clerical experience Preferred
• Excellent organization skills, attention to detail, verbal and written communication skills, and ability to handle multiple tasks.
• Demonstrated ability to communicate professionally and effectively with all levels within an organization and with others outside of the organization (i.e. clients, vendors, business partners, community leaders).
• Ability to work independently; demonstrating accuracy, reliability, and problem solving skills.
• Advance knowledge in Microsoft Word, Excel, Access and PowerPoint required
• Demonstrate good judgment and initiative in managing priorities and supporting progress in a fast-paced environment.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance