Executive Assistant & Office Coordinator

☞ Saab

View: 103

Update day: 15-05-2024

Location: Farnborough South East

Category: Administrative / Clerical / Assistant

Industry: IT Services IT Consulting Defense Space Manufacturing Security Investigations

Job type: Full-time

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Job content

IntroductionAt 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.Your roleAs an Assistant to the Head of Surveillance, you will provide an efficient and responsive administrative, organizational and logistical service:
  • Arranging travel, visas (when required) and accommodation
  • Manage the Head’s expenses and official entertainment claims
  • Dealing with incoming email, often corresponding on behalf of the Head
  • Diary organization and arranging meetings
  • Carrying out specific projects and research
  • Event and Social planning including organisational team building activities
  • Minute meetings on behalf of the Head of Surveillance
  • Taking minutes of key meetings
  • Expected to travel to key meetings in UK and occasionally to Sweden if required.
As an Office Coordinator, 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
  • Ordering and organising office & kitchen supplies. Keep up supplier relations and source new suppliers when needed
  • Ensure the office and kitchen is kept presentable
  • 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. Ensure conference rooms are tidy at the end of each day
  • General office administration duties including photocopying/scanning
  • Order and issue Saab ID cards and alarm codes, maintaining 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
  • Act as Fire Warden for the office
  • Audit office 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
  • Provide support, when required, at offsite events
  • Ad hoc support and special projects, when required
  • Travelling to other offices such as London and Farnborough
Your Experiences And SkillsQualifications:Essential:
  • Proven experience as an Assistant 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’
Desirable:
  • Understanding of working within a defence 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
About SaabWhat you will be a part ofSaab 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 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.
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Deadline: 29-06-2024

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