In ISS we create places that work, think and give. You will form a key part of this placemaking culture, driving the customer touchpoint journey, as an ambassador of exceptional workplace experience for Livv workplace - division of ISS.
Within the position of Administration/ Personal Assistant, you will be working as part of the workplace experience team, curating a workplace environment that increases well-being, productivity and enhances company culture that our end users want to be a part of. Actively seeking opportunities to improve onsite service experience and deploy new initiatives in line with the ISS Global Strategy.
Responsibilities & Tasks
- Managing ever changing and complex calendars using Outlook Scheduler for a dedicated client teams including preparation of meeting material
- Manage incoming calls and respond to ad hoc requests in a timely manner
- Undertake research and work on other special projects as assigned by the Manager
- Contact management: maintaining contacts in a consistent format - proactively organising and maintaining a good information retrieval system
- Set up international conference calls and meetings: To efficiently prepare all meetings and ensure the Managers are fully briefed for all meetings with the relevant correspondence/paperwork. Open up conference call and VC using Zoom platform and ensure meeting rooms are prepared ahead of schedule
- Complete coordination of travel bookings: flights, trains, visas and hotel accommodation. Ensuring that the traveller has all relevant information required such as: Comprehensive travel/meeting itineraries, hotel and flight confirmations, taxi bookings, up-to-date travel information using the online booking tool or direct with the firms’ travel agent
- Account Management Floor only - maintaining CRM (Perform) platform up to date as requested by Account Managers
- To own the expense process as required. To include submitting expenses through the firm’s Concur system
- General administration duties to include photocopying, filing, scanning, mailings, devising and maintaining office systems etc
Experience & Traits
- Excellent attention to detail
- Strong communication skills, both verbal and written
- Ability to prioritise tasks and heavy workload
- Proven ability to work effectively with Senior Executives in a professional manner
- Highly organised with excellent time management skills; good follow up and coordination skills
- Experience of working in a fast-paced environment
- Proactively planning schedules and itineraries considering multi-time zones, conflicting calendars etc.
- Ability to reconcile AMEX and FX differences
- Advanced-level skills in Microsoft Outlook, Word and Excel
- Knowledge of Concur and CRM preferable but not essential
- Health and Safety in the workplace understanding