RecruitME
Job description / Role
Primary duties and responsibilities
Extensive management of active on-line diaries, booking appointments and arranging meetings and e- meetings, updates as required
Handling and screening calls for executives, relaying messages in a timely manner
Arranging conference calls, internal meetings and e-meetings and minuting where required (logistics,
invites, catering, rooms booking, etc.)
Organizing all logistics for internal and external meetings, ensuring Executive/s get to meetings on time
with appropriate documentation
Drafting emails / letters on behalf of executive/s
Monitoring Executives’ email inboxes when they are out of the office or at meetings and taking action as
necessary – when required
Organising business travel and accommodation bookings for Executive/s and occasionally for other client staff on relative projects
Co-ordinating and preparing monthly expenses claims and fortnightly timesheet submissions for Executive/s and own expenses and timesheets by due dates in close coordination with the practice business operations manager
Coordinating the reimbursement of medical expenses for Executive/s and their dependants as part of the executive health scheme
Proofreading and finalising of documents when required i.e. presentations, proposals, letters
General filing (own and executives as requested)
Client database management and marketing assistance when needed
Assisting other EAs during busy periods and filling in for colleagues on vacation as needed
Assisting Executive/s on personal requests as needed
Take on special projects within the administration function and manage them autonomously
Act as a role model for other EAs and coach them as needed
