Executive Assistant / Office Manager Regulation
- Birmingham, West Midlands
- £27000 - £30000 per annum + Benefits
Executive Assistant / Office Manager Regulation Birmingham (UK) Salary: GBP 27,000 GBP 30,000 RICS , the worlds leading professional body for qualifications and standards in land, property, infrastructure and construction is looking for an Executive Assistant / Office Manager to join their existing team. Key Responsibilities: To provide Executive Assistant support to the Director of Regulation EMEA in delivering his/her business plan objectives To provide administrative support to the Head of Regulation Operations To ensure the office maintains efficiency, systems, layouts, and equipment procurement A range of responsibilities, as agreed with the Director and Head of Regulation Operations to ensure the effective delivery of our regulatory business plan objectives, including the following: Proactively manage Directors diary and engagements ensuring the most effective use of time Proactively manage/monitor Directors emails ensuring that all emails, where applicable are dealt with and replied when appropriate Arrange and take ownership of the monthly EMEA Senior Management Team meetings, collating items for agenda in advance, set up meetings, minute taking and make sure all actions are dealt with Manage the departmental induction programme Act as a point of coordination for financial planning (budgeting, reforecasting and monthly review) by budget holders in the team Implement and manage a system for monitoring and record all Purchase Orders and invoices for the Regulation operations department Produce documents/presentations for meetings to the RICS standard and house style Organise internal and external meetings and all related logistics (using online venues booking system for internal and INNTEL for external) Prepare papers and agendas for Directors meetings, type up minutes/notes afterwards and be responsible for ensuring all actions are completed Schedule monthly 1:1s and twiceyearly reviews with direct reports Schedule monthly catch up meetings with key members of staff within RICS Reconcile and process Directors monthly RICS credit card statement and cash expenses Reconcile and process Directors personal credit card receipts using the RICS Web expenses system Manage travel arrangements for Director and direct reports using RICS online travel agent Ad hoc projects as agreed with the Director to support the effective delivery of the business plan and corporate objectives Process for payment all Invoices from Solicitors and Professional Bodies Order stationery and office supplies using online LYRECO system Experience required: Minimum 3 ideally 5 years experience in similar role Demonstrate full awareness of Directors objectives to assist in their achievement. Proven secretarial skills, EA/PA experience working at Senior Manager / Director Level Excellent coordination and prioritisation of work Well organised / efficient and proficient in diary management Excellent interpersonal skills Excellent writing skills Good communicator both verbally and in writing Numerate and accurate typist Tactful and diplomatic Ability to demonstrate sound judgement Ability to act quickly, calmly and accurately under pressure while maintaining attention to detail Confidence to act on behalf of Director to achieve tasks efficiently Strong IT skills including PowerPoint, Word, Excel, Microsoft Outlook, Internet Explorer By applying for this role, your details will be sent to Ortolan People, who are acting as consultants for the hiring company. Ortolan People are engaged to provide recruitment support in processing applications. We will endeavour to respond to all applicants within three working days. Occasionally for roles with a very high volume of applicants, this may not be possible.