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Executive Assistant

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Location: Wiltshire, England, United Kingdom
Job ID: 46008
Date Posted: Nov 2, 2020
Segment: IT
Business Unit: Hitachi Systems & Services
Company Name: Hitachi Information Control Systems Europe Ltd.
Profession (Job Category): Administration
Job Type (Experience Level): Experienced
Job Schedule: Full-time
Remote: No

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Role Overview

Reporting to the Chief Operating Officer, the role shall cover but not be limited to the following in support of the Directors of HICSE:

  • Provision of Administrative Support
  • Supporting the production of key reports and minutes
  • Management of the calendars and mailboxes
  • Key point of contact to the Directors from outside the company
  • Key go between the Directors and Senior Management

Main Tasks and Responsibilities

Achieving success in the role will be indicated by performance on tasks such as:

  • Adherence to the HICSE Business Management System
  • Organising and facilitating meetings, provision of briefing material, preparing agendas, distributing memos, taking minutes and following up on actions points
  • Proactive and efficient diary management and appointment scheduling
  • Researching data alongside preparing and drafting documentation and correspondence for presentation (including creating and editing presentations)
  • Creating, reviewing and amending company policies, supporting the appropriate executives
  • Acting as a ‘Gatekeeper’ for a busy Directors
  • Arranging any necessary travel, accommodation and itineraries
  • Assisting with ad-hoc projects as well as providing additional administrative support to other functions where required
  • Manage the Directors extremely busy email ‘inbox’ – ensuring emails are responded to in a timely fashion, drafting responses where possible and flagging those that are urgent
  • respond to and manage internal and external client enquiries
  • ensure the smooth operation of all team members as remote working continues
  • Attend and help with the organisation of the companies virtual and physical events
  • Ensure effective record keeping of all relevant documentation on the company’s drives
  • Writing and proofreading communications to/from Directors
  • Attend meetings on behalf of a Director and report back
  • Preparing and delivering monthly reports


Key Skills and Experience

  • Proficient in Calendar Management, use of MS Outlook and similar tools
  • Experience of Mailbox Management for others
  • Good knowledge of Office software such as MS Office, Word, Excel and PowerPoint
  • Experience of working for multiple execs across a number of locations and virtually
  • Able to demonstrate initiative, problem solving and decision-making skills
  • Ability to research and provide summary reports to Directors
  • Excellent written and verbal communication skills
  • Excellent personal organisation skills
  • Confident, inquisitive nature and a desire to learn
  • Good Emotional Intelligence

Benefits Package
Company Funded Benefits

  • Market competitive salary and discretionary bonus scheme
  • Generous holiday entitlement - with the option to buy up to an additional 37.5 hours per year
  • A Holiday Banking scheme allowing you to bank untaken holiday to use another year
  • Group Personal Pension
  • Private Medical Insurance with self-funded option to increase cover to include family members
  • Employee Assistance Programme available to all employees
  • Personal Accident Insurance

Voluntary Benefits (funded by employee)

  • Cycle To Work
  • Gym Membership
  • Dental Insurance with option to include dependent children
  • Health screening

Company Overview

We have been producing industry leading software products since 2000. Our expertise lies in developing and supplying dedicated products and services, designed to improve the supervision and control of railways worldwide.

Our success lies in the strength of our relationships with our customers and with our colleagues throughout Europe. We work to meet and exceed market requirements by producing only the very best software products: on time and to the most exacting standards.

Our head office is located in Bradford on Avon, England and we have further offices in Plymouth and Derby, England.

We are always happy to hear from people who are customer focused and keen to produce high-end, added value software products.

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