Executive Assistant/Office Manager

Job Title: Executive Assistant / Office Manager

Reporting line: Plant Manager

POSITION OVERVIEW

The role of the Executive Assistant / Office Manager is to provide comprehensive administration support for multiple Directors and Senior Management and managing the facilities and day-to-day office management.

Must be able to work confidentially and with discretion at all times and be able to build professional relationships with Directors and Senior Management within the Company. You will also need to be resourceful and able to anticipate the needs of the Directors and Senior Management while representing and acting in keeping with the organisation’s priorities, purpose and goals. You must be able to work alone but also in a team.

Must thrive in a varied and demanding role and use your excellent organisational skills to take the lead on coordinating agendas with multiple Directors and Senior Management. Working closely with key staff to ensure accurate, comprehensive and inspection-ready documents are maintained and up to date.

Always aiming to be one step ahead, you will ensure Senior Management has everything needed to deliver in a timely and accurate manner.

ROLE & RESPONSIBILITIES

Duties will include, but are not limited to: -

• High level of administration support - this can be very varied day to day such as managing diaries, travel arrangements, filing, proofreading documents, preparing letters, reports and presentations. Acting as first point of contact, preparing correspondence.
• Liaising and coordinating with internal clients as well as internal stakeholders
• Full responsibility to prepare for customer reviews and on-site meetings. Including ensuring rooms are available, to the correct standard, equipment is functioning, and appropriate refreshments/catering is organised.
• Coordinating travel arrangements including but not limited to, flights, hotels, car bookings, visas and currency
• Managing the office facilities and day-to-day office management including relationships with internal stakeholders and maintaining H&S regulations and responsibilities.
• Ensuring the office is always kept to a professional standard - coaching colleagues to adhere to this standard
• Expense submissions and processing for leadership, as required
• Assisting in the collation and preparation of presentations and documentation, per guidance of leadership
• Analysis of data when required
• Minute taking when required
• Liaising between Senior Management and other members of staff when required
• Representing Senior Management in meetings in their absence
• Establishing and maintaining filing and information systems to ensure the efficient and speedy access of data
• Responsible for scheduling meetings, ensuring that documents are available in advance and taking minutes of meetings
• Arranging transportation and other necessary logistics
• Calendar management for multiple Senior Leaders
• Client relations (being that first point of contact)
• Organisation of high-level meetings
• Preparation of letters, emails and Excel spreadsheets
• Event planning
• Provide additional support to the workplace team and other colleagues across the organisation during busy periods of work
• Taking phone calls, enquires and messages for Senior Management
• Promote and understand internal systems
• Interact with visitors
• Any other ad hoc duties as required

AUTHORITIES:

• Authorising holiday
• Authorising invoices
• Authorising purchase orders
• Ordering Supplies

SKILLS & EXPERIENCE REQUIRED

Mandatory

• 3+ years previous experience in an EA/ PA role supporting senior level executives
• Advanced in IT skills along with excellent working knowledge of Microsoft Office (Word, Excel, PowerPoint, Visio and Outlook) and the ability to adapt to new systems
• Impeccable organisational skills with a proactive approach to anticipate needs of the office
• Excellent communication and interpersonal skills with the ability to build relationships at all levels
• Ability to work in a fast-paced and dynamic and focussed environment
• Strong work ethic and business acumen
• Personable, flexible and a proactive team player
• Ability to demonstrate high levels of tact, discretion and judgement when working with confidential information
• Ability to work with autonomy and flexibility and to safeguard confidential information
• Working with senior business leaders and Directors - internal & external
• Ability to build relationships with a range of staff across all levels, including Senior Business Leaders, both internally and externally
• Self-motivated and have a strong and flexible attitude towards work
• Efficient diary management to ensure best use of time
• Ability to stay calm in high stress situations
• Innovative thinker
• Forward thinking to deliver an efficient working office
• Solution focused and decision maker - taking away some of the pain points within such a busy environment
• Demonstrates a high level of discretion and confidentiality.
• Strong administration and organisation skills
• Prepare and co-ordinate all documentation and files relevant to business meetings
• Ability to work under pressure and to deadlines when required
• The ability to prioritise and organise own workload
• To comply with H&S regulations, showing responsibility of personal safety and that of others

QUALIFICATIONS/EDUCATIONAL/EXPERIENCE

Desirable

• An associate / bachelor’s degree in a business-related field
• Previous experience in an EA/ PA role supporting senior level executives
• A second or third language (French and/or German)

ATTRIBUTES AND SOFT SKILLS REQUIRED

• Excellent communication and interpersonal skills (being a key gatekeeper)
• Exceptional time management
• Flexible and adaptable approach
• Dynamic contributor
• Willing to work flexible hours and evenings
• Trustworthiness, tact and discretion due to sensitivity of information
• Excellent organisational and multitasking skills
• High level of accuracy and attention to detail
• Treat colleagues with respect (Equality & Diversity)

ADDITIONAL INFORMATION

In addition to the above requirements, the person must comply with all BorgWarner Policies and Procedures relevant to the role and follow the BorgWarner beliefs; Inclusion, Integrity, Excellence, Responsibility and Collaboration.

This Job description outlines the duties required, it is not a comprehensive or exhaustive list and the Line Manager may vary duties from time to time which do not change the general character of the job or the level of responsibility entailed. Flexibility is required from all job holders.