Starting salary £25,000 – 33,500 p.a. depending on experience
Temporary 12 months, Full-time
Flight Concessions & Pension Scheme after 6 months continuous service
Management Assistant
WEMBLEY, North London
Overall Purpose:
The purpose of this role is to assist the General Manager and the Head of Operations at the ESSC, as well as the rest of the management team. The Management Assistant is responsible for the administration of the ESSC and also holds additional responsibilities including negotiations with external providers, purchasing authority, and follow-up of the budgets. The Management Assistant is also the first point of contact for internal communication within the ESSC and with DSS and Area Europe.
Main Accountabilities:
1.Management Assistant
The role entails the following secretarial tasks to assist the management team and the ESSC:
•Screening telephone calls and handling enquiries and requests from external providers and internal customers;
•Dealing with incoming email, faxes and post;
•Organising and maintaining managers’ diaries;
•Carrying out background research and presenting findings on management’s request;
•Producing documents, briefing papers, reports and presentations;
•Devising and maintaining office systems, including data management, filing, etc.;
•Arranging travel and accommodation for the ESSC duty travel;
•Meeting and greeting visitors at all levels of seniority.
2. Budget & Purchasing
The role requires a key involvement in the negotiation and purchasing of general services for the ESSC, as well as the follow up of the Budget:
• Following analytically the Budget on a monthly basis, analysing any discrepancies, following up with Accounts departments, adjusting accordingly, and inputting data in SAP;
• Billing handling and producing monthly cash float report;
• Checking consistency between contracts with providers and incoming invoices, follow up and payments;
• Following up the impact of each purchase on the budget by reporting to General Manager;
• Preparing and following up the inventory of all contracts to ensure up to date information available to all parties concerned (managers, auditors) and dealing with any audit enquiries;
• Understanding and controlling the purchases and the associated costs of the ESSC activities, except centralised contracts. The purchasing part of the investments such as the refurbishment of offices are also included in this scope;
• Liaising with Paris Purchasing Department reviewing all expiring contracts, preparing business cases and tender for new contract when needed, and ensuring automatic update of contracts;
• Making sure that the ESSC purchasing rules are fully implemented;
• Proposing, analysing and implementing ways of reducing the general service costs whilst maintaining the quality required;
• Organising all the processes of orders, deliveries and storage related to the different contracts. Liaising with contractors when problems occur.
3. Events and Communication
The Management Assistant is responsible for the organisation of ESSC events, coordinates the communication within the ESSC, and is the first point of contact for communication from DSS and Area Europe.
• Organising special events (Christmas Party, Conventions, seminars, etc);
• Building on existing networks and developing external communication contacts to ensure organisation on Company events;
• Delivering regular communication through a range of channels. Ensuring clarity and consistency of messages and access to information for staff;
• Newsletters – Creating thematic Newsletters with the management team to ensure overall consistency of internal communication aligned with business objectives. Occasionally, contributing to and liaising with other delegations for local newsletters;
• E-Bulletin – Promoting use of monthly e-bulletin for news updates amongst staff. Supporting the General Manager in gathering news, such as “Project by General Manager”;
• First point of contact for internal communication with DSS and Area Europe.
4. Facilities and Maintenance
The Management Assistant manages and organises the ESSC facilities and their maintenance.
• Co-ordinating the maintenance of the premises and liaise with the service providers for any damage or repair necessary;
• Carrying out minor furniture repairs, general joinery, and minor flooring/carpet repairs;
• Liaising with facilities helpdesk and contractors (air conditioning, water coolers, photocopiers, cleaners, etc) with regards to ongoing jobs as and when necessary;
• Liaising with HR on Health & Safety and Quality management for the site ensuring all Company’s procedures are followed and staff trained on the correct processes;
• Reporting any IT related or technical issue to the Information System and IT Manager;
• Building relationships with individual clients within the ESSC to maintain the highest standard of services in accordance with the ESSC specification.
Knowledge & Skills Required:
Required Competencies:
If you are interested in applying for this vacancy, please send your application to mail.eur.hr.recruit@airfrance.fr