Fleet and administrative support | high wycombe (united kingdom) | full time (40 hours) | permanent

The purpose of this role is to assist in the work of salvation and exaltation by providing individual contributor senior-level administrative support to one or more leader and/or one or more functional team or work group. Employees at this level work under minimal supervision and handle complex issues and problems that require comprehensive working knowledge and independent non-routine decision making using initiative, originality, ingenuity, and sound judgment.

Location

• Candidates must reside, or be willing to relocate, within approximately 90 minutes of the Europe North Area Office in High Wycombe, United Kingdom. On site 5 days a week in the office is required.
• Current legal right to work in the UK is a mandatory; candidates who do not meet it will not be considered.

RESPONSIBILITIES

• Typical responsibilities include but are not limited to:
• Provide day-to-day reception and administrative support to teams across the department.
• Manage time-sensitive task requests and changing priorities effectively.
• Assisting project teams by coordinating project details and following up on pending needs to ensure that deadlines are met.
• Coordinate management meetings, projects and reports, including calendar management.
• Assisting with budget preparation and control activities including monitoring project or department/area budgets.
• Performing research, analyzing information, and making recommendations based on findings.
• Compiling complex data/information from a variety of sources to prepare memos, documents, reports, spreadsheets (including charts and graphs), and presentations using a wide range of software and platforms.
• Maintain accurate and organised records, trackers, documentation and team resources.
• Taking meeting minutes and managing meeting documentation.
• Using computer apps and software to schedule meetings and appointments and maintain calendars - usually for multiple leaders.
• Managing email in-box(es) of assigned leader(s) to agreed level.
• Making travel arrangements.
• Support the day-to-day management of vehicles, including bookings, records and driver support.
• Provide direct vehicle support to senior leaders and other assigned vehicle users.
• Support vehicle processes including incidents, claims, acquisitions and disposals.
• Presenting at meetings.
• Supporting office resiliency operations and response (emergency response).
• Planning, organizing, and executing large meetings, conferences, and other events.
• Manage all incoming mail and correspondence, ensuring it is accurately sorted and distributed to the appropriate departments and recipients.
• Answering complex telephone and email requests.

QUALIFICATIONS

Required:

• 3 years of any combination of related experience or progress towards or completion of a relevant university (post-secondary) degree or an industry-recognized certification.
• Comprehensive administrative support working knowledge.
• Key skills include the ability to:
• Communicate professionally in writing and verbally, including confidently engaging with senior leaders, colleagues and visitors.
• Demonstrate strong organisational skills and attention to detail, with the ability to organise and prioritise work and manage multiple priorities effectively.
• Work effectively in a reactive and changing environment, managing interruptions, switching priorities and returning to tasks as needed.
• Utilize Microsoft Office/Microsoft 365 and other software effectively, including Outlook, Excel, Word and Teams, to schedule appointments, analyse spreadsheets, prepare presentations, take notes and minutes, and create and update documents.
• Provide advanced research, analytical and data summation support.
• Proactively anticipate needs, think strategically and take ownership of tasks while working independently.
• Adapt standard processes and procedures to address complex problems, identify less obvious solutions and proactively improve existing processes.
• Demonstrate strong problem-solving and sound decision-making skills when addressing complex issues and providing support.
• Coordinate projects, management meetings and events effectively, including creating agendas, taking minutes and following up on actions.
• Handle sensitive information appropriately and work with discretion, confidentiality and integrity.
• Adapt to new systems, processes and ways of working.
• Interact and work with others in a productive, professional, approachable and welcoming manner.
• Operate and maintain standard office equipment.
• Train, mentor, and lead the work of others.

Preferred:

• A recognized university (post-secondary) degree, directly related experience, and applicable industry-recognized certifications.
• Broad knowledge of the organization's structure, functions, and key personnel.
• May be required to communicate in other languages in additional to local language.