AdressAbout the job
As a dynamic and motivated Management Assistant (MA), you will support a dedicated Director within the Heat UK Leadership team as well as the related Management team of the Director
You will organise and take responsibility for scheduling, prioritising, and effectively managing the Director’s diary, assisting in the coordination of processes and people, and ensure that our leaders have exactly what they need to optimally fulfil their role.
As an important member of the team, you’ll make decisions and provide advice based on your familiarity with the business and what your Director needs. You will manage priorities while arrange and coordinate business trips, schedule meetings, keep an eye on timing and costs, support wider teams where needed and effortlessly keep up with the Director’s fast pace. You will also lead and work with other colleagues on projects and initiatives required by the business, typically around business improvement.
You will be surrounded by teams comprised of truly smart, team-oriented people. MAs actively participate in office life, are proactive, flexible and willing to help fellow team members, and collaborate across functions.
Key Responsibilities / Duties
- Provide varied administrative support to help your Director be as efficient & effective as possible
- Provide diary management, help the Director prioritise, track actions and meet deadlines
- Rearrange schedules to accommodate last-minute changes and emergency cancellations
- Arrange and facilitate meetings, ensuring all parties can attend and that rooms are available
- Prepare presentations and materials for meetings with customers, partners and other internal and external stakeholders
- Prepare documents for external and internal communications
- Prepare internal and external reporting packs for our business, deals and projects
- Event planning and organisation with stakeholders
- Support teams with specific projects that are deemed priorities for the department when needed, helping to increase efficiency and drive productivity
- Support onboarding coordination and induction plans for new starters
- Document management and control
- Support Director with and work with other Management Assistants on raising and processing purchase orders, invoice approvals and processing and general financial management, using SAP and DocuSign.
Knowledge and Skills
- You have outstanding communication and teaming skills and are always competent and professional in dealing with clients and co-workers
- You have an independent and structured working style
- You would describe yourself as a coordination and improvisation talent, and you have an integrative personality and good conflict resolution skills
- Strong motivation, flexibility, and commitment are as much a part of your character as absolute trustworthiness, discretion, and responsibility
- You are proficient in MS Office programs, especially Outlook and PowerPoint
Your profile
- Minimum two years of relevant experience as a team administrator or similar, with broad responsibility
- You have successfully completed training or have relevant work experience, ideally in the field of office management
- You have some practical experience as a coordinator or assistant
Additional information
Our offer
Good remuneration, a challenging and international work environment, and the possibility to work with some of the best in the field. You will be working in interdisciplinary teams and you can always count on support from committed colleagues. We offer attractive employment conditions and opportunities for personal and professional development.
More Information
We welcome your application in English, no later than 29/03/2024. We kindly request that you do not send applications by any means other than via our website as we cannot guarantee that we will be able to process applications that are not made via our website.
For more information about the recruitment process you are welcome to contact our recruiter Adam Hammond - adam.hammond@vattenfall.com
At Vattenfall we are convinced that diversity contributes to build a more profitable and attractive company and we strive to be good role model regarding diversity. Vattenfall works actively for all employees to have the same opportunities and rights regardless of gender, ethnicity, age, transgender identity or expression, religion or other belief, disability or sexual orientation.
The security of Vattenfall and its employees is essential. For that reason, a pre-employment screening will be part of your recruitment process. The screening is based on the role you will fulfill within Vattenfall. The screening will be performed by a third party, Validata.
We look forward to receiving your application!
About the company
Vattenfall is a European energy company with approximately 20 000 employees. For more than 100 years we have electrified industries, supplied energy to people’s homes and modernized our way of living through innovation and cooperation. We now want to make fossil-free living possible within one generation. To be able to reach this ambitious goal we are looking for talented individuals who, in addition to their passion for their own role, also have strong team spirit and want to contribute to supporting a meaningful corporate mission.
