Agilus is recruiting for an Executive Assistant in London on  a 12 month contract. 

JOB RESPONSIBILITIES:

• Make meeting and other arrangements for staff


• Work with HR to make staff / visitor travel arrangements.


• With the Director, prepare meeting agendas and supporting material for distribution


• Ensure the timely distribution of material and information


• Draft minutes of meetings for review by the Director


• Create and maintain action list for management staff from meetings.


• Coordinating lunches and meeting activities


• Coordinating staff functions and team building events


• Complete expense report in a timely and accurate manner


• Complete data entry projects.


• Manage social committee including events, finances and inventory.


• Answer general inquiries using a professional and courteous manner


• Reply to general information requests with accurate information


• Greet clients/suppliers/visitors to the organization in a professional and friendly manner


• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents


• Prepare and send outgoing faxes, mail, and courier parcels


• Code and file information in the information data base according to the established procedures


• Update and ensure the accuracy of the technical databases


• Provide secretarial and administrative support to management and other staff


• Input project hours into ID4.


• Other duties and projects as required by your Manager.

EDUCATION & QUALIFICATIONS:

• Post-Secondary education in Business, Administration or equivalent


• 3 years of experience in an office setting


• Strong computer skills and proficiency in Microsoft programs including Word, Excel, Power Point, and Outlook


• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.


• Strong verbal and written communication skills


• High degree of organizational skills


• Strong ability to prioritize and problem solve


• Bilingual in Portuguese & English would be an asset