Executive Assistant & Office Manager
Executive Assistant & Office Manager
Location: London office (on site)
Reporting line: President
Time: Full time
At Saab, we constantly look ahead and push boundaries for what is considered technically possible. We collaborate with colleagues around the world who all share our challenge – to make the world a safer place.
As an Executive Assistant to the President, you will provide an efficient and responsive administrative, organizational and logistical service.
Arranging travel, visas (when required) and accommodation and, occasionally, travelling with the
President to take notes at meetings or to provide general assistance during presentations
Manage President’s expenses and official entertainment claims
Screening phone calls, enquiries and requests, and handling them when appropriate
Dealing with incoming email and post, often corresponding on behalf of the President
Organising and attending meetings and ensuring the President is well prepared for meetings
Proposing agendas, taking minutes; maintaining and following up action lists and decision logs
Producing documents, briefing papers, reports and presentations
Meeting and greeting visitors at all levels of seniority
Liaising with clients, suppliers and other staff
Carrying out specific projects and research
Devising and maintaining office systems, including data management and filing
Event and Social planning including organisational team building activities
As an Office Manager, you will ensure the office runs smoothly, ensuring high levels of organizational effectiveness, communication and safety for staff and visitors.
Your main responsibilities will be, but not limited to,:
First point of contact for guests, staff and general enquiries
Providing exceptional customer service
Ordering and organising office & kitchen supplies. Keep up supplier relations and source new suppliers when needed
Ensure the office and kitchen is kept presentable and take out the rubbish and recycling on a daily basis
Acting as the office Health and Safety point of contact
Updating the Visitors Book and maintain security logs, issuing security passes for both employees and visitors. Ensure visitors have refreshments.
Overall coordination of conference room bookings. Ensure each room/meeting has sufficient notepads, pencils, water, glasses, etc. If required, order refreshments/lunch. Book external venues if and when required. Ensure conference rooms are tidy at the end of each day
Liaise with landlord and service providers to ensure smooth running of the office. Point of contact within the office for all matters regarding the facilities. *as required, provide support out of hours/weekends for office works/renovation*
Attend Tenants’ Quarterly Meetings and provide feedback to Head of Business Support
Processing of invoices for authorisations
Answer incoming calls and take messages and relay information to the personnel concerned in a timely manner
General office administration duties including photocopying/scanning
Order and issue Saab ID cards and alarm codes and maintain an up-to-date ID log, adding and deleting employees as required to ensure the log is accurate. Manage Smart ID access requests for the office as per guidance provided. Deal with any security and alarm issues. Act as Fire Warden for the office
Audit equipment twice yearly and keep the Registers updated
Handle all incoming mail and dispatch of outgoing mail/parcels. Items to be couriered should be sent on
time, tracked and followed up to confirm delivery
Management of shipping of equipment to/from London office in relation to events
Provide support, when required, at offsite events
Ad hoc support and special projects, when required
Be the emergency contact for the London office
Your experiences and skills
Proven experience as a PA/EA at a senior level in an environment requiring tact, judgment and discretion
Flexibility. The role will require some out of hours/weekend working
Adaptable, Pro-active and ability to work on own initiative
Communication, negotiation and relationship-building skills
Organisational, IT and Problem Solving skills
Leadership and the ability to 'make things happen'
Understanding of working within military environment would be advantageous
Good knowledge of PowerPoint and Word
Strong team player with a solution focused approach and a high-quality standard of execution and delivery
Personable and easy to approach
A clear and concise communicator who listens well and is able to flex communication style
Ability to think around problems & get to inventive solutions
What you will be a part of
Saab is a global defence and security company operating in the fields of air, land and naval defence, civil security and commercial aeronautics. We number 18k+ employees and have operations on all continents. Technologically we are leaders in many areas, and one-fifth of our earnings are spent on research and development.
Saab UK currently has operational footprints in London, Farnborough, Westbury, Fareham and Hull and in line with Saab’s Strategic Plan the ambition is to grow Saab UK.
Saab is also a company with opportunities. A company where we see diversity as an asset and where you have both considerable responsibility and good opportunities for advancing in your career. But also a company that respects each person’s needs for a rewarding life beyond work.
If you aspire to help create and innovate whilst developing yourself in a challenging team setting, Saab may well have the perfect conditions for you to grow. We pride ourselves on a nurturing environment, where everyone is
different yet we share the same goal – to help protect people.