Executive Assistant/Office Manager

London, UK - November, 2010

Job Description:
Performs administrative support duties for members of the Executive Team (VP and above). Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports and financial data, training and supervising other support staff, and customer relations. Requires strong computer and internet research skills. Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Coordinates various office support services, including purchasing and facilities management. Requires strong communication skills and some accounting knowledge.

Reports to: Managing Director

Principle Areas of Responsibility and Accountability:

• Provide significant administrative support for a team of senior executives
• Coordinate and submit time and expense reports on a monthly basis, conduct reconciliations as required
• Maintain client records and team contact lists, file as necessary
• Provide phone coverage and forwards calls as requested , set up conference calls and WebEx
• Manage schedules and coordinate client and internal requests in a timely manner
• Coordinate travel arrangements according to the policy (international and domestic) and organizes itineraries, necessary visas etc.
• Arrange client meetings both in and out of the office, edit and print materials for meetings as requested
• Catering coordination for office meetings
• Involvement with office event planning
• Orders supplies for the office
• Negotiates with external vendors on behalf of the office, manages invoices
• Orders business cards for all new hires and promotions
• Coordinates office subscriptions
• Handles mail distribution and shipping arrangements
• Manages emergency plan for the office
• Meets with building representative regarding office needs, establishes security protocol as necessary
• Liaise with HR to ensure smooth onboarding process for new hires and transfers

Required Experience, Qualifications, and Skills:

• Flexibility
• Exceptional organizational skills, ability to multi task and prioritize
• Strong written and verbal communication skills
• Ability to function well under pressure
• Strong MS Office skills
• Conference call systems and WebEx
• Event planning experience a plus
• Minimum 3 years experience as an Executive Assistant
• Minimum 1 year experience as an Office Manager
• Arabic speaker a plus, but not required
• Prior legal EA work a plus, but not required

Application Process:
Please submit your cover letter and resume via e-mail to sccareers@seaburygroup.com.