Executive Office Administrator

bbva; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading global company seeks an experienced Executive Office Administrator in London. The ideal candidate will manage executive support tasks including trip arrangements, event coordination, and client presentations. This role requires proven office administration skills and offers a collaborative work environment with opportunities for professional growth.

Benefits

Opportunities for professional development

Collaborative work environment

Diverse team

Qualifications

• Proven experience in office administration, ideally in a corporate setting.
• Ability to adapt to changing priorities and deadlines.
• Experience in managing events and supporting senior management is an asset.

Responsibilities

• Manage expenses and trip arrangements for senior management.
• Organise internal and external events, ensuring smooth operations.
• Prepare high-quality client presentations and support internal meetings.

Skills

Organisational skills

Communication

Interpersonal abilities

Flexibility

Multitasking

Attention to detail

Tools

Microsoft Office Suite

Job description

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• Proven experience in office administration, preferably in a corporate environment.
• Proficiency in Microsoft Office Suite and other relevant software applications.
• Ability to multitask and prioritise tasks effectively in a fast-paced environment.
• Flexibility to adapt to changing priorities and deadlines.

Soft-skills:

• Strong organisational skills and attention to detail.
• Excellent communication and interpersonal abilities.
• Professional demeanour and customer service-oriented approach.

Languages :

Benefits :

• Opportunities for professional development and growth.
• Collaborative and supportive work environment.
• Chance to work with a diverse team on exciting projects.

Join our team and play a pivotal role in supporting the administrative functions of our organisation while contributing to our overall success!

Overview

We are seeking an experienced and versatile Executive Office Administrator to join our team. This role will primarily focus on managing expenses and trip arrangements for Executive Committee Members and Senior Management, with additional responsibilities including event coordination, guest services, internal meeting support, newsletter production, client presentations, and general administrative tasks.

Responsibilities:

Event Coordination:

• Assist in organising both internal and external events, including finding suitable venues, arranging logistics, and coordinating marketing efforts.
• Collaborate with relevant stakeholders to ensure events run smoothly and meet objectives.

Guest Services:

• Warmly welcome guests and ensure their comfort during their visit by providing water, tea, or coffee.
• Maintain a professional and hospitable reception area, ensuring it is presentable and well-stocked at all times.
• Provide cover on reception as needed to ensure continuous service.
• Booking guests into the system for entry to the building.

Country Manager Support:

• Assist the Country Manager in producing quarterly newsletters for distribution to leadership committees.
• Coordinate content gathering and design of newsletters, ensuring timely delivery and accuracy.
• Assist in the production of management presentations for senior leadership committees.

Internal Meeting Support:

• Provide support for internal meetings, such as London Executive Committee (LEC), by arranging facilities and providing food and drinks as required.
• Assist with scheduling and coordinating meetings, ensuring all necessary materials and resources are available.

Client Presentation Support:

• Collaborate with teams to prepare high-quality client presentations and pitches.
• Including highlights re- most relevant KPIs.
• Assist in gathering necessary materials and information, ensuring presentations are professional and impactful.

Expense and Trip Management:

• Efficiently handle expense tasks and trip arrangements for Executive Committee Members and Senior Management.
• Ensure compliance with company policies and procedures regarding expense reporting and travel.
• Manage travel itineraries, accommodations, and transportation arrangements.

General Administrative Support:

• Perform various administrative tasks as required, including but not limited to filing, data entry, and correspondence.
• Support with word processing, formatting, powerpoint and presentation of all documentation in consistent BBVA house style.
• Provide support to other teams and departments as needed, demonstrating flexibility and adaptability.

Working at BBVA

BBVA is a global company with over 160 years of history present in 25 countries with over 81 million customers. We are more than 110,000 professionals working in multidisciplinary and diverse teams.

At BBVA, we are ahead of the transformation that is taking place in the banking sector, challenging the status quo, to make life easier to our customers.

Being part of BBVA means developing your career in one of the most innovative companies in finance.

Responsible banking

We're committed to responsible banking to help drive a more inclusive and sustainable society . The future of banking lies in financing the future.

We started out with the spirit of helping others make the best financial decisions. That spirit remains with us today and encourages us to keep moving forward, prioritizing innovation and digital transformation so that we can put the opportunities of this new era within everyone's reach.

Diversity

At BBVA we believe having a diverse team makes us a better bank.

For this reason, we actively support diversity, inclusion and equal opportunities regardless race, sex, age, religion, sexual orientation, gender identity or expression. We cultivate a collaborative and inclusive work environment that allows every employee to do their best work.

Our values

Our values define our identity ; they are what drives us to make our goals a reality and they guide all of our actions and the decisions we make.