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Executive AssistantJob offer
Executive Assistant - Cardiff This position provides independent and complex support of a highly confidential and responsible nature for the UK Managing Director (the “Executive”), and UK leadership team. Primary responsibilities are to manage and oversee operational functions for the Executive and Team in addition to office/facilities management within the UK.  The role is responsible for UK board meeting notes, coordination and action follow up in addition to engaging in activities to ensure a smooth and efficient operation of the UK Business Services office environment.   Main Responsibilities: • Act as a secretary to the UK board, UK leadership and Management Team preparing agenda and materials, taking and obtaining agreement of formal, accurate meeting minutes, coordinating action items and deliverables. • Provide oversight to office management, reception and health and safety liaising with the business and group facilities for efficient business operations. • Manage complex scheduling and calendar for Executive and Team with internal and external parties ensuring effective use of time management. • Establish and maintain records and files including, but not limited to, confidential personnel information, budgets, time off, projects, etc.   • Independently compile and edit complex data, reports, financial analysis and presentations from several sources of information including management reporting. • Responsible for ensuring distribution of company-wide communications to entire function • Establish appointment priorities, reschedule or decline appointments or invitations as appropriate. • Ensure reception is appropriately staffed to manage demand. • Coordinate Executive's and Team’s intricate travel arrangements and on/offsite meetings, providing en-route assistance as required.  • Coordinate all meetings including in-person, teleconferences, videoconferences, room availability, materials, refreshments, travel arrangements, expense reimbursement, etc. • Responsible for the coordination and successful delivery of Business wide events, including Business Updates, social events and Client hospitality. • Initiate process improvement recommendations.   • Provide guidance to Team regarding corporate policy and procedures, interpretation and compliance.  Ensuring strong corporate governance and policy adherence. • Control Team's master schedule in order to track travel, vacation, sick, jury duty, RE Cares, etc.  Update individual PTO trackers to ensure consistency with PeopleHub records.  Follow-up with employees to ensure that requests are submitted via PeopleHub for manager approval.  Coordinate vacation scheduling / tracking to ensure adequate staff coverage at all times. • Read mail, highlight actions or important items, and attach relevant files or information for Executive’s review.  Initial correspondence or draft response for Executive’s review on more complex correspondence.  Follow up on items delegated by Executive to others.   • Manage telephone calls, take messages and/or redirect callers.  Screen calls and emails for Executive and respond to routine questions.  • Perform other related duties and projects as assigned or required. • Carry out general day to day duties as and when required to ensure the smooth running of the business   Line Manager Responsibilities: • Responsible for implementing company policies and procedures in all areas of the department/team and oversight of office adherence • Responsible for team members’ continual development and completion of the annual Performance Development Process (PDP) using PDP tools and SMART key performance objectives (KPOs). • Manage the day to day activities of assigned staff. • Identify the need for, provide and/or assure all personnel are properly trained in their assigned tasks. • Review, develop and implement process improvements, departmental goals and objectives, providing the necessary tools to support their achievement.  Financial/Budgetary Responsibilities: • Responsibility to act within the expense budgets. • Prepare expense reports to ensure they comply with company policy. • Review and approve all building, facilities, H&S, and office related invoices. Office Management, Facilities and H&S Responsibilities: • Coordinate and facilitate business continuity program. • Ensure Health & Safety, employee welfare and all other appropriate office policies and safeguarding are adhered to. • Act as liaison with off-Site Facilities and Health and Safety leads, attending meetings where necessary. • Responsible for effective fire warden and first aid provision, including scheduling of training and maintenance records • Deliver H&S/Facilities induction briefings to new employees. • Oversee purchasing of all Health & Safety and DSE adjustment equipment. • Undertake monthly Audits with Facilities Contractor, monitoring and escalating issues as needed.  • Coordinate all maintenance and facilities work undertaken outside of office hours and ensure staff presence on-site during these times. • Act as point of contact for office related emergencies/out of hours issues. • Liaise with general suppliers and ensure service provisions meet business requirements. • Implement and oversee wellbeing initiatives, in consultation with Senior Leaders and HR Business Partner. • Oversee the ordering of department supplies, distribution of mail, arranging of couriers and deliveries, and purchase of general office equipment as required.   We’re a superb company to work for, with great people, world class technology, market leading products, a culture of innovation and collaboration, and superb career prospects   At LexisNexis Risk Solutions, we believe in the power of data and advanced analytics for better risk management. With over 40 years of expertise, we are the trusted data analytics provider for organizations seeking actionable insights to manage risks and improve results while upholding the highest standards for security and privacy. Headquartered in metro Atlanta, LexisNexis Risk Solutions serves customers in more than 100 countries and is part of FTS 100, RELX Group plc, a world-leading provider of information and analytics for professional and business customers across industries.   LexisNexis is an equal opportunities employer and welcomes applications regardless of sex, marital status, ethnic origin, disability, religion, sexual orientation or age.
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