Secretary/Admin Assistant

Confidential; Portsmouth; Presencial; GBP 27.000 - 34.000; Jornada completa

Descripción de la vacante

Confidential, a leading Defence organisation in Portsmouth, seeks a proactive Secretary/Admin Assistant to support the Connected Intelligence team with comprehensive admin and secretarial tasks.

Ideal candidates have strong Microsoft Office skills, superb organisation, discretion with confidential information, and the ability to manage calendars, travel, and multi-function coordination in a fast-paced environment on an umbrella contract (Inside IR35).

Formación

• Proven experience in a secretarial/administrative support role within a large corporate or defence setting.
• Excellent written and verbal communication with strong attention to detail.
• Ability to manage multiple tasks with discretion and integrity.

Responsabilidades

• Act as central point supporting all functions within the Connected Intelligence team at Portsmouth.
• Collaborate with functions to ensure smooth operation support to CI activities.
• Prepare logistics and correspondence for internal and external visitors to site.
• Support the Site Director for high-profile visits including CI teams.
• Manage complex calendars, schedule cross-functional meetings, and book travel.
• Support functional heads with calendars, meetings, and travel for personnel.
• Prepare and edit correspondence, reports, presentations, and track actions from meetings.
• Gather performance metrics to compile weekly/monthly reports.
• Process expense reports, purchase orders, and other financial documentation.
• Assist with office management tasks and liaise with vendors.

Conocimientos

MS Office proficiency

Calendar management

Communication skills

Discretion and confidentiality

Multitasking

Team collaboration

Herramientas

Microsoft Office

Descripción del empleo

We are recruiting for a Secretary/Admin Assistant for a leading Defence organisation based in Portsmouth.

Role Overview

We are seeking a proactive and highly organized Secretary/Admin Assistant to provide comprehensive administrative and secretarial support to the Connected Intelligence team at Portsmouth. This role is crucial for ensuring the smooth day to day operations in support of all functions within CI, Portsmouth.

As the Secretary/Admin Assistant your responsibilites will be to:

• Act as the central point, supporting all functions (Engineering, PM, PMO, Quality, Finance etc.) within the Connected Intelligence business, at Portsmouth.
• Collaborate with the functions to ensure smooth operation support to:
• Provide support to the Functions in Preparing all logistics and correspondence for internal and external visitors to site.
• Support the Site Director in preparing for any high-profile visit which includes the CI teams.
• Manage complex calendars, schedule cross-functional meetings, and book local and international travel for department heads and teams.
• Support the Functional heads in managing and maintaining complex calendars, scheduling meetings, appointments, and travel arrangements for assigned personnel.
• As required by functional heads Prepare and edit correspondence, reports, presentations, and other documents, and track action items from high-level divisional meetings.
• Gather performance metrics from various teams to compile weekly or monthly business unit reports.
• Process expense reports, purchase orders, and other financial documentation in accordance with company policies.
• Support office management tasks such as ordering supplies, managing facilities requests, and liaising with external vendors.

Experience:

• Proven experience as a Secretary, Administrative Assistant, or in a similar support role, preferably within a large corporate or defence industry setting.
• Exceptional organizational and time management skills with the ability to prioritize effectively and manage multiple tasks simultaneously.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• Strong interpersonal skills and the ability to build rapport with diverse stakeholders.
• Discretion and ability to handle confidential information with integrity.
• Proactive attitude with a strong sense of initiative and problem-solving abilities.
• Ability to work independently and as part of a team in a fast-paced environment.
• This is an umbrella contract, the role is Inside IR35