Administrative Assistant

JOB SUMMARY

To assist the Executive Assistant with busy workload, notably booking travel requests and expense claims along with general duties for the Senior Leadership Team in EMEA. Under the direction of the Executive Assistant, performs a variety of secretarial and administrative duties to support the management and staff of an assigned organisation in accordance with established policies, procedures, systems, guidelines and objectives.

Essential Job Duties and Responsibilities:

Performs a variety of secretarial and administrative duties in accordance with established policies, procedures, systems, guidelines and objectives

• Booking air and rail travel plus hotels and car hire for contractors and senior leadership team members in EMEA via our travel agent, using the Concur System
• Booking car transfers for airport/station/home collections in the UK and for some overseas trips for SLT and VIP visitors to AFC House/Stockton office
• Reconciling expenses for SLT members, including uploading receipts and monthly bank statements.
• Liaison with the Travel and Expenses Global Team to recover any personal costs from monthly expense claims back to Cubic
• Reconciling Travel Requests against invoices from FCM to ensure there are no duplications or errors
• Book internal/external meeting rooms and refreshments/lunches for training courses and SLT meetings, customer meetings etc.
• Liaise with reception re: visitors – organising security passes and entry times
• Prepare a variety of material including correspondence, reports and presentations.
• Screen telephone calls, visitors and incoming correspondence and takes appropriate actions as needed
• Assists in tracking and monitoring departmental activities.
• May attend meetings, record proceedings and prepare and distribute meeting information.
• Maintains departmental records and files
• Requests and maintain office supplies. Arrange for office equipment repairs and servicing as needed (printers/copiers/facilities issues etc.)
• Assists in resolving administrative issues and problems, and makes referrals to appropriate staff as needed
• Assists with any staff events – i.e. staff Summer BBQ/Christmas quiz/customer meetings and ad hoc events we may have at AFC House
• Holiday cover for when the Executive Assistant is on holiday
• Comply with Cubic’s values and adherence to all company policy and procedures. In particular comply with the code of conduct, quality, security and occupational health, safety and environmental policies and procedures.
• Comply with Cubic’s Quality Management System.
• Comply with Cubic Occupational Health, Safety and Environment policies and procedures.
• Comply with security in accordance with established policies and procedures of the organisations.
• In addition to the duties and responsibilities listed, the job holder is required to perform other duties assigned by their Manager from time-to-time, as may be reasonably required of them.

KEY REQUIREMENTS (Skills, knowledge, qualifications and experience)

Essential Qualifications:

• 4 GCSE including English and Maths or equivalent

Essential Skills/Experience/Knowledge

• Excellent working knowledge of MS office – particularly Concur/SAP Powerpoint/Word/Excel/Outlook.
• Experience in a similar role within a project-based environment
• Good understanding of written and spoken English
• Ability to perform clerical and administrative work requiring a high degree of accuracy. Ability to prioritise work, complete multiple tasks and work under deadlines.
• Diligent, with attention to detail. Able to problem solve and find effective and timely resolutions.
• Proactive.

Desirable

• Responsible, organised, logical thought process.
• Excellent time management
• Organized with the ability to handle multiple projects and undertake new tasks quickly.
• Excellent communication skills both verbal and written.
• Demonstrates excellent interpersonal skills with a willingness to share knowledge and collaborate effectively with individuals and other departments.
• A natural curiosity and a passion for learning new skills. A continuous improvement mindset.
• Analytical problem solver who is able to quickly & accurately identify key issues.
• Approachable, adaptable, and flexible and able to work on their own or as part of a team.

Personal Qualities

• Approachable, sociable
• Team player with a commitment to quality and success
• Organised and ability to prioritise tasks
• Methodical and attention to detail
• Ability to work both autonomously when required and productively within a cross-functional team environment.
• Positive attitude.
• Team player.
• The ability to work under pressure.