3 Days Left Office Administrator
3 weeks ago
Integrity360 is one of Europe's leading cyber security specialists operating from office locations spread out across Europe, providing a comprehensive range of professional, support and managed cyber security services for our 300+ clients. With four top-class Security Operation Centres, we offer a complete end-to-end security services covering our clients' security from every angle. Our services include Managed Security, Cyber Security Testing, Incident Response, Security Integration, PCI Compliance and Cyber Risk & Assurance services.
What sets Integrity360 apart is our excellent team of people that drive the business forward. The company was founded with a focus on technical expertise and that philosophy remains today. The skills and experience in our company are some of the greatest in the industry and clients remain with Integrity360 because they can rely on and trust us to go above and beyond to ensure their needs are met. Listed multiple times on Gartner Market Guides for Managed Security Services.
Job Role
This is an office-based role which involves supporting the office function by conducting administrative tasks so that the business can operate more effectively whilst providing PA administrative support to the Group CFO / Group FD and visiting C-Suite members.
The successful candidate will be an enthusiastic individual who displays their own initiative with an elevated level of attention to detail and who wants to work as part of a dynamic team. Discretion and confidentiality will be of utmost importance for the successful candidate.
Primary Duties/Responsibilities include:
Office Duties
1. Arranging travel and ensuring visas, passports and itineraries are up to date, adhering to the company travel policy.
2. Ensure all agenda packs and materials are compiled and distributed before meetings, when required.
3. Perform general administrative or housekeeping tasks as and when required.
4. Provision of catering, travel and meeting logistics for on/offsite Board & Executive meetings.
5. First point of contact and screening for incoming calls, external visitors, clients, couriers and contractors.
6. Manage correspondence, reception duties and meet and greet visitors and suppliers.
7. Maintaining office systems, including data management and filing.
8. Control access management for the office.
9. Maintenance of the office supply inventory and orders for additional supplies as needed.
10. Arranging courier, taxi, shipping and other services for the office.
11. Responsible for the daily appearance and cleanliness of the office (professional cleaning services visit daily).
12. Co-ordinate and monitor office operations to ensure company requirements are sufficiently met on a daily basis.
13. Flexibility in carrying out other tasks and responsibilities, which may arise or be assigned.
14. Deal with highly sensitive documentation and reports, ensuring confidentiality is maintained at all times.
15. Compliance with Integrity360 internal systems & procedures.
16. Oversight and management of visitor badges and parking facilities.
PA to Company Executives (eg. CFO, COO)
1. Diary and workflow support, arranging calls and meetings, ensuring diaries are aligned and always up to date, resolving any scheduling conflicts that arise with internal and external parties.
2. Preparing documents, briefing emails, reports and presentations - often highly sensitive, ensuring confidentiality is always maintained.
3. Compilation and timely circulation of agenda packs and materials for meetings.
4. Liaising on a daily basis to carry out assigned tasks, running business and other errands and performing general administration tasks.
5. Arranging client and employee hospitality for events hosted by members of the Executive team.
6. Executive travel.
7. Monthly expense and invoice reconciliation.
Required Skills and Experience:
You should have experience demonstrating the following qualities:
1. A minimum of 3 years' experience required in a similar role.
2. Proficient in MS Office, particularly PowerPoint, Word, Excel.
3. Excellent interpersonal and communication skills.
4. Superior organizational and time management skills.
5. Self-confident with positive 'can do' attitude.
6. Ability to work under pressure with minimum supervision.
7. Ability to work on multiple projects in a fast-paced environment while producing quality work and adhering to deadlines.
8. The successful candidate should demonstrate a high degree of initiative, confidence and quick learning.
9. Attention to detail is key (detail, detail, detail).
10. Travel logistics – must think laterally to ensure all considerations included (i.e. flight time, check in time, ground transfer time vs on site meeting time).
11. Make informed decisions.
12. Comprehensive and cohesive communications.
13. Close working relationship with other Integrity360 employees in other locations – coordination.
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