Executive Administrator

Unisys; England; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading technology service provider is seeking an Executive Administrator in the United Kingdom to provide high-level administrative support to executives and a professional team. Candidates must have strong communication and project management skills, as well as proficiency in MS Office. The role involves managing complex scheduling and logistics, performing financial analysis, and contributing to process improvements. Competitive benefits including pension and private medical insurance are offered.

Benefits

Pension

Life Assurance

Private Medical

Option for private dental

Qualifications

• Must be able to organize complex information into professional reports.
• Experience in providing administrative support to executives is essential.
• Ability to handle confidential information appropriately.

Responsibilities

• Provide high-level administrative support to an executive and team.
• Manage complex calendars and logistics for events.
• Perform financial analysis and support decision-making.

Skills

Communication skills

Project management skills

Advanced MS Office proficiency

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

Job description

Overview

The Executive Administrator is accountable for providing high level administrative and professional support to an executive and/or 5 or more professionals within a medium to large size business group on activities that generally span up to a 6-month timeframe. Monitors and ensures that established administrative and operational processes and control standards are followed and makes recommendations on process improvement. Establishes a deep knowledge of the executive's quarterly and annual business cycles and proactively manages calendar and events in advance preparation. This role performs intermediate to advanced analytical functions to contribute to the effective and efficient operation of the business group. The Executive Assistant is accountable for performing financial and business/situational analysis and support to identify and recommend appropriate business alternatives. This position coordinates and manages programs, events, conferences and other internal or client functions, often requiring after-hours availability across multiple time zones.

Key Accountabilities

• Professional Support (60%)
• Financial Analysis and Support (20%)
• General Office Administration (10%)
• Human Resources Administration (10%)
• Develops and leverages relationships across business units, senior leadership, colleagues and external clients to foster cross-functional and international coordination while carrying out accountabilities.
• Writes, edits and manages organization-centric materials such as communications, correspondence, presentations, and reports, including deciding on or recommending content. Responsible for disseminating communications to facilitate timely and effective communications.
• Manages calendars, email, and contacts; coordinates logistics for client events and conferences; manages complex international multi-leg travel with potential changes and rescheduling.
• Manages complex Executive calendars, remains flexible to scheduling changes, and supports coordination efforts.
• Compiles weekly/regular information reports summarizing key insights and trends from various sources; conducts research as needed and prepares briefing notes for Executives.
• Represents and liaises for the Executive with the Executive team and interfaces with internal and external executives on meetings, events, presentations, conferences, and client entertainment.
• Performs business/situational analysis and develops recommendations for process improvements and alternatives to support business decisions; participates in planning and implementation.
• May manage databases or specialized software; works with Business Analysts to develop reports and ensure data quality; runs regular reports.
• Develops and edits high-quality PowerPoint presentations aligned with past material and brand guidelines.

Financial Analysis & Support Accountabilities

• Manages and processes project expenses including reallocations to the appropriate expense/project code.
• Reviews and verifies invoices for processing and payment per department processes and vendor agreements.
• Identifies and implements cost-saving opportunities; seeks approval for recommendations according to policy; performs financial analysis to support decision-making.
• Accountable for all department expenses and reallocations.
• Processes, verifies, and monitors expenses; maintains organized electronic and physical filing systems for reports, correspondence, and financial documentation.

General Office Administration Accountabilities

• Supports a specific Executive(s) and is part of the broader Administration team; provides back-up and support to peers, with consideration of vacation coverage.
• Assists with ensuring department visitors have reserved workstations and access to necessary equipment and local area information.
• Provides input to senior management on Best Practices and Desk Notes; maintains standards.
• Coordinates initiatives across Support & Professional teams to standardize processes and roll out new programs.
• Partners to ensure accurate internal information on the Intranet Site.

Human Resources Administration Accountabilities

• Maintains staff vacations and absences to ensure consistency in entitlements and availability; participates in issue resolution.
• Coordinates onboarding for new hires in collaboration with IT, HR and Administration to ensure peripherals and access are provided.
• Coaches and mentors junior colleagues; provides back-up support during vacations/absences.
• Coordinates staff training requirements (research, booking, cancellations, confirmations).

Authorities

• Auditing – ensures tracking meets standards; resolves moderately complex issues and escalates high-complexity issues as needed.
• Advisory – provides guidance on standard processes; offers resolutions and recommends content for reports/presentations to senior managers; proposes process improvements and alternatives to support objectives.
• Autonomy – works independently; develops client relationships and contributes process improvement ideas to the Business Head.
• Decision Making – makes moderate to high-complexity decisions in scheduling, travel, and routine inquiries; participates in determining best processes when none exist.

Cross-Functional Relationships

• Interacts with senior managers and cross-functional units to collect information for research, presentations or reports; builds relationships to improve outcomes.
• Interfaces with colleagues and clients globally across multiple time zones and cultures as required.

Job Dimensions

• Provides high-level administrative and professional support to an executive and 5 or more professionals within a medium to large size group, for activities spanning up to 6 months.
• Overtime and weekend work may be required; home office connectivity may be needed.
• Ability to organize complex and high-volume information into cohesive, professional reports and presentations with minimal guidance.
• Proficiency in MS Outlook, Word, Excel, PowerPoint; good project management skills; strong communication skills.
• Ability to work independently and lead a cohesive team; handle confidential materials appropriately.

Benefits

• Pension
• Life Assurance
• Private Medical
• Option for private dental