Business Support Co-ordinator & PA, Customer Management & ATC, UBM Live, VAC 759
Location: London
The Position:
The successful applicant will be in a hugely diverse role, managing a team to provide administration support across the Customer Management Portfolio, working across a number of products, whilst also providing PA support to the Group Director. They will be the pulse of the portfolio with many customers internally & externally, so must be enthusiastic, a fantastic communicator and ready to hit the ground running. They will be organised, able to prioritise, be a team player with excellent people skills, have the flexibility to work in a varied and demanding role, working on a number of projects at one time but with excellent attention to detail.
The successful applicant will be in a hugely diverse role, managing a team to provide administration support across the Customer Management Portfolio, working across a number of products, whilst also providing PA support to the Group Director. They will be the pulse of the portfolio with many customers internally & externally, so must be enthusiastic, a fantastic communicator and ready to hit the ground running. They will be organised, able to prioritise, be a team player with excellent people skills, have the flexibility to work in a varied and demanding role, working on a number of projects at one time but with excellent attention to detail.
Assistant to Group Director Responsibilities include:
This aspect of the role is part of the portfolio management team. You will be involved in meetings & discussions where confidential information about teams & individuals and strategic planning will be discussed at length. Key responsibilities include:
• You will be the eyes and ears of the portfolio for the Group Director
• Help with the day to day tasks of the group Director
• Identify ways to free up the Group Director’s time so he can focus on the more strategic side of the business
• Arrange meetings and manage his diary
• For internal & external meetings you will be responsible for booking the rooms and ordering any catering and AV required
• Filing and general organisation
• Pan-divisional process improvement with the PA of the CEO (who is a mentor to you and your peers in other portfolios)
• Organise business travel
• Complete and process expenses
• Organise and take minutes of portfolio management meetings
• Arrange 121 with the Group Director’s direct reports.
• Arrange portfolio Town Hall meetings including creating PowerPoint presentations
Business Support Coordinator responsibilities include:
For this aspect of the role you will be the central cog of the portfolio. You will be serving a team with a range of products with the support of an Event Administrative Assistant and a Show Coordinator. Key responsibilities include:
• General administration (including keeping records of attendance, holidays, ordering stationary and filing)
• Generally keeping the office environment tidy & organised
• Coordinating office moves
• Introducing new team members
• Preparation of documentation and crate packing for going onsite to exhibitions
• Working onsite at exhibitions both in the UK & overseas where applicable
• Organising hotel/travel arrangements
• Assisting with the organisation of awards dinners / exhibitor parties / exhibitor days
• Processing exhibition stand contracts
• Raising Purchase Order numbers
• Administration for exhibitors – general sales support (including processing contracts, confirmation letters and sales reporting)
• Administration for publications (monthly charge copy)
• Dealing with and resolving invoice queries
• Fielding enquiries
• Organising portfolio social events
• Managing seminar programmes where applicable
• Supporting the marketing and PR teams where necessary
• Creating & sending email shots using Direct Marketing software (Adestra)
• Coordinating Sales Person of the Month competition – (entries, winner prizes, photographs and newsletter)
• Ad hoc Projects
As key member of the team this exciting and varied role means you are responsible for the day to day smooth running of the portfolio one minutes and working alongside the senior management team the next. One day you can be doing a variety of tasks from booking travel and hotels to sitting in a management team meeting discussing a confidential acquisition.
Qualities/Skills
• Great communication skills, and ability to deal with all types of people both internally & externally as the role involves people management, team management, internal customer management and external customer management
• Initiative – pro-active
• Integrity and confidentiality
• Excellent time management, organisational and prioritising skills
• Excellent attention to details & accuracy
• Team player, positive, dedicated, reliable approachable, hard worker
• Resilient and determined problem solver
• Strong work ethic
• An all-rounder, flexible and able to multi-task
• Positive, enthusiastic, and helpful at all times, with outgoing and open personality
• Patient and good under pressure
• Customer service orientated
• Ability to work independently
• Excellent spelling, grammatical, writing and communications skills
• Minute taking experience would be an advantage
• Pleasantly persistent police person who is tough on chasing deadlines at all times
• Excellent computer skills – Microsoft office, Word, Excel as a minimum. Power Point would be an advantage
Contact Details