Executive Assistant

The Role The role provides support in three areas of the business:

• Full diary management and administrative support to members of the Aerospace Technology Institute’s Executive Management Team
• Managing all aspects of the Institute’s London Office
• Coordinating Board related operations, acting as the Institute’s primary point of contact for ATI Board members

Working within the Chief Relationships Officer’s Department, the EA / Office Assistant oversees and manages all aspects of the ATI’s London office, as well as providing Diary Management and administrative support to the CEO and the Executive Management Team (EMT) whilst being the primary point of contact for members of the ATI Board. The role is a full-time position based at the London office, but will require occasional travel to ATI’s Cranfield office and events held in venues away from the London office. The EA / Office Assistant will need to act with flexibility, covering for the PA to the Technology Team and the Office Assistant (Cranfield) during absences. The Responsibilities Administrative Support

• Organising and maintaining the CEO’s and EMT’s diaries (except for the CTO)
• Ensuring the CEO’s and EMT’s (except for the CTO) expenses incurred are processed in accordance with the Institute’s Travel & Expenses Policy
• Organising appointments involving external stakeholders for the CEO, EMT and Board, as and when required
• Organising all travel, accommodation and visas as requested by the EMT and Board
• Organising overnight accommodation, complex travel arrangements and flights for other Institute staff members, subject to EMT approval in relation to business activities
• Collating documents, briefing papers, reports and presentations as reasonably requested
• Ensuring that the ATI Board papers are uploaded to Sharepoint in a timely manner
• Acting as a central point of contact internally and externally on matters relating to the Board
• Taking minutes in EMT meetings and managing the EMT action tracker

Facilities

• Liaising with the cleaners to ensure the main office space, desks, meeting rooms and kitchen are cleaned to a high standard
• Acting as the main point of contact for CBRE for facilities and reception matters and coordinating actions required internally and back to CBRE
• Working collaboratively with the HR Advisor to ensure Health & Safety matters are addressed appropriately and in good time

Reception

• Answering and directing telephone calls in a professional manner
• Meeting and greeting visitors to the ATI, answering the front door and attending to guests appropriately
• Managing incoming and outgoing post, going to the Post Office and liaising with couriers as required
• Preparing meeting rooms, hospitality and associated facilities for external meetings, and ensuring that rooms are reset after such events

Office

• Management of supplies and provisions for the London office:
• Arrange weekly milk delivery
• Manage the tea, coffee and biscuit supplies
• Manage the statinery supplies
• Acquire and manage ffice supplies when required
• On a daily basis, maintain the appearance of the main office space, meeting rooms and kitchen e.g. resetting office at the end of day

Administration

• Filing and administration for the CEO and EMT, as and when required
• Liaising with stakeholders on behalf of the ATI in relation to general ATI matters
• Any other duties as reasonably requested by the EMT, e.g supporting social activities and those organised by the teaming team

The Person The candidate will have high levels of accuracy and attention to detail; be able to meet deadlines and respond to queries in a timely fashion; be personable, positive and an excellent team player. The candidate must be willing to assist ATI in its growth and development. The candidate will be able to prioritise actions and requests intuitively and collaboratively to meet the demands of the business and individuals. The candidate will have strong communication skills, written and verbal, and will be able to build relationships with colleagues who work remotely or from the Cranfield office as well as those based in London. The candidate must be computer literate, particularly in Microsoft Office packages. They must have experience of carrying out similar roles and be self-motivated. Experience of working within a small organisation would be beneficial but is not essential.