Team Administrator (Travel Planning) - J38723

Job Title: Team Administrator - Overseas Region (Travel Planning)

Location: Whitley / Gaydon

Rate:£24.77 ph via an Umbrella Company (Inside IR35) or £18.95 ph PAYE

Employment Type: Contract (12 months)

Hours: Standard 40 Hours Per Week

Reference: J38723

Description:

• To provide diary and general administrative support to Overseas Regional Director.
  
• Working with the Business Manager (BM) to align travel plans for all Overseas MD’s.
• Provide support by arranging (booking cars, flights, trains, arranging hotels); and gaining required sign off prior to booking; liaising with markets (MDs and PAs).
  
• Checking visa requirements for countries planned to be visited; applying for visas when needed; checking immunisation requirements and advising traveller e.g. yellow fever certificate.
  
• Providing letters of invitation to overseas employees applying for British visas.
  
• Creating letters of introduction for directors and other UK team members, when overseas visas are applied for, ensuring both letters of introduction and invitation mirror each other’s details.
  
• Collation, creation and submission of Overseas Regional Director expenses.
  
• Checking and passing to Regional Director of Overseas MD’s expenses (& travel) for approval; providing approval to relevant PA once gained.
  
• Supporting BM arranging monthly leadership offsites, Strategic Projects Workshop, and MD Conferences checking availabilities, booking, or working with in-market PA to book, best suited (facilities or price) local hotel, meeting venue and any activities or transport necessary and raising of any PO needed to cover.
  
• Alignment and support arranging meetings, booking conference rooms etc, liaising with both internal and external meeting delegates, ensuring that external visitors are booked in on the system, and, where applicable, have been provided with site access or park and ride details prior to their arrival.
  
• Meeting and greeting on-site visitors to Whitley or Gaydon, escorting them to meeting rooms and back to reception, or the gate house, when discussions are over and organising refreshments when necessary.
  
• Checking and issuing delegated authority when Overseas Regional Director is out of office.
  
• Filing and archiving information in accordance with departmental and company processes.
  
• Management of UK overseas distribution list, addition and removal of starters and leavers as appropriate.
  
• Occasional ordering of stationery and paper.
  
• Collation of overseas quarterly newsletter and working with the markets on submissions and working with BM to finalise copy.
  
• Support and maintenance of SharePoint/Yammer/Templates.
• Ensuring information is up to date and markets and region are actively using it.
  
• Support with strategic priorities inputs.
• Diary invites or request for information.
  
• Support with Overseas Objectives process and diary invites or request for information.
  
• Support on building powerpoint packs for conferences or meetings.
  
• Any other duties or requests that may arise within the remit of the Overseas Regional Director PA or Team Administrator.

• PA’s for Leadership Teams
  
• External travel supplier
  
• Events team

This role is INSIDE IR35

Do not miss out on your chance of interview – APPLY NOW!

Our Clients are unable to provide sponsorship for Tier 2 General Visas; therefore, only candidates eligible to work in the UK need apply!