Executive Assistant

Job description

·  Location
Macclesfield, Cheshire
·  Salary
£ 25000 - £ 30000 / Year
·  Category
Office and Secretarial - Executive Assistant
·  Job type
Permanent
·  Industry
Office and Secretarial
·  External Reference
JN-102019-98020

DUTIES AND RESPONSIBILITIES

To provide high level administrative support to the Directors:
o Provide support for projects as implemented by the Directors- working closely with the rest of the MCRC Operations team to support other ongoing projects.
o To schedule, coordinate and provide a full administrative service for the Paterson Redevelopment Programme Board, Steering Group and sub-committees; Synergy and Communications.
o Manage the Directors' diaries, including the arrangement of appointments, meetings and functions.
o Relieve senior staff of administrative detail and coordinate efficient work flow for the Directors and MCRC Operations Team.
o Be aware of, and responsive to, the changing demands of the Directors and adopt a flexible and pro-active approach to work.
o Act as a point of contact for the Directors, dealing with enquiries, both internal and external and putting enquirers in touch with the relevant person or department.
o Receive the Directors' email and post, handling any enquiries within the role's capacity promptly and effectively. Check deadlines on incoming requests and put preliminary work in play. Process replies on own initiative or from dictation/notes.
o Accurate production of documents, including emails, letters, general correspondence and papers/presentations as required by the Directors. Assist in preparing written documentation and reports, including collating information and writing drafts where necessary.
o Ensure an efficient flow of communications and information and be aware of current issues that might impact on the Directors' commitments and workload.
o Assure discreet handling of all business.
o Book travel, including accommodation, and prepare itineraries to the Directors' specifications.
o Process expense claims and credit card reconciliations promptly and accurately.
o Book meeting venues/rooms, social events, catering, tele/videoconferencing facilities and necessary resources and equipment.
o Oversee events to ensure they run smoothly and rooms are set up with the right equipment, refreshments and facilities as planned.
o Assist in the hosting of esteemed guests to the MCRC.
MCRC Operations
o Responsible for the organisation of MCRC meetings/conferences held throughout the year, liaising closely with the MCRC Director of Research Operations & Strategy to book venues, registrations, catering, obtain sponsorship and manage budgets.
o Produce payment requests for all expenditures via Oracle/Iproc finance systems.
o Attend Oglesby Cancer Research Building (OCRB) User Group meetings to feedback on any relevant MCRC Ops team issues.
o Attend internal and external meetings relevant to the performance and execution of the duties and responsibilities of the post.

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