Executive Assistant / Office Manager

Purpose of the Job The successful candidate will provide efficient, confidential and high quality administrative and organizational support, primarily to the Executive Directors based in the United States and Bermuda. The position is a key role in enabling others to drive results by supporting the administrative needs and office management of the regional offices.Main ResponsibilitiesCoordinating travel arrangements, including making reservations and calendar management.Coordinate appointments, meetings and conferences, and provide a full range of organizational and administrative support, primarily to members of the executive committee, including booking meeting rooms, creating schedules and timetables.Organizing management meetings, including the preparation of information packs, agendas, minute taking and all related dutiesProduce confidential reports and undertake projects, such as research and preparation of presentation materials.Facilities and supplier management, to include:Liaison with suppliers, ensuring contracts are reviewed before renewal and changes are recorded on our supplier systemMonitoring office supplies, stationery and IT equipment, obtaining approval, monitoring expense/budget and placing orders when necessaryLiaising with the landlord and cleaners in relation to maintenance, repairs etcMonitoring and ordering access cards and office keysFinancials, to include:Invoice coding, seeking approval, filing, updating invoice log, monitoring expense/budget and answering queries from the accounts teamCollating employee expenses for approval and filingMonthly credit card reconciliationsPetty cash control and reconciliationEnsure the Business Continuity Plan is kept up to date and implement testing thereofLiaise with the local HR representative to:Assist with the new starter processEnsure Health & Safety processes and procedures are kept up to date and changes advised to all members of the teamHandle incoming and outgoing post which will include drafting response letters/emails, redirecting, filing, and archivingGeneral office duties and any other duties that may be required such as arranging couriers, photocopying and typing.Establish and maintain personal and professional filesAssist in drafting materials as directed by managementProduce, amend and file documentation and correspondence.Input time on time recording system.Process expense reports.Sending, drafting, retrieving and profiling e-mail.Serve as Gatekeeper for executive staff.Arrange payment of invoices.Work as part of the administrative team to provide assistance and support across the business where capacity allows, particularly for holiday and sickness cover.Carry out any other activities reasonably required from time to time.