Employer: International SOS Salary: Date Added: 20/03/2024
Company description:
International SOS is the world’s leading medical and security services company with over 12,000 employees working in 1,000 locations in 90 countries. Established 35 years ago, we have become the market leader in global telehealth services and digital health solutions for an extensive client base of Fortune 500 companies, NGO’s and governments around the world.
Job description:
About the role
In this role as an Executive Assistant you will work closely with the Group Director, Medical Services Assistance Services and the wider Medical & Security Assistance Services (MSAS) HQ team to provide administrative support to ensure efficient and effective performance of the individuals, team and overall function.
Key responsibilities:
Your daily activities as an Executive Assistant will include:
Assist in scheduling meetings, booking meeting rooms, arranging visitor passes, printing collateral, organizing catering and arranging IT support if required
Organise programmes, events, meetings or conferences in any global location by arranging facilities and caterers, issue information or invitations, coordinate speakers and control budget
Prepare agendas, notices and minutes
Arrange business travel related logistics (flights, accommodation, transport, visas) as and when required
Prepare monthly expense reports
Coordinate leave requests, approvals and tracking of utilisation
Coordinate all office facilities related matters relating to Medical & Security Assistance Services HQ team
Assist with staff inductions and onboarding
Create, maintain and update intranet, databases and spreadsheet files
Create, update and maintain MSAS organisation charts
In the absence of the executives, redirect queries from clients and employees and/or advise as appropriate
Perform other duties as assigned
About you
Skills required for the Executive Assistant position:
Strong MS Office, Outlook (ideally MS365), PowerPoint, Excel skills and ideally Visio and Sharepoint
Excellent organisational and administrative skills
The ability to multi-task, prioritise daily and work in a fast-paced sometimes pressurised environment
Excellent verbal and written communication skills
Advanced calendar management as well as domestic and international travel booking
Ability to work autonomously, with strong attention to detail and demonstrated problem solving skills
Ability to maintain confidentiality
Solid experience gained in a similar position typically from a multi-national or global organisation
Experience in a matrix organisation preferred
Bachelor’s degree (or equivalent) preferred but not essential
Travel / Rotation Requirements for the Executive Assistant position:
Occasional travel required to support face to face global team meetings and conferences
Other Benefits:
22 days annual leave increasing with service, option to buy additional annual leave1 day’s leave for your birthday
Private health care, dental cover, pension scheme, life insurance, paid volunteering day
Subsidised staff cafeteria and free tea, coffee and fruit
Discount schemes (Cycle2work, season ticket loans, gym discounts)
Access to the Employee Assistance & Employee Support Programme
Access to Chiswick Business Park Enjoy Work events
