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Executive PA -Technology - RBI - Sutton

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Administrative & Clerical
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Reed Business Information
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REE00C2T Requisition #

 

Executive  PA 

- to both CTO of Reed Business Information and VP of Infrastructure


The two VP roles above look after over 800 staff based all offer the world across 2 departments and look after the software development, suppliers, infrastructure and solutions for our organisation.


Purpose of Role:  

Assist the two VPs in the effective operation and administration of the departments.  

This will necessitate developing a strong understanding of the department’s people, products and 

processes, including all the major administrative systems.


1. PA Duties


Provide comprehensive and confidential PA support. Including, but not limited to:

o Booking of travel arrangements – co-ordinating flights, tickets, VISAs, accommodation and ground transportation; producing travel packs

o Keep abreast of VP’s priorities, ensure timely signatures on departmental documents and manage VP’s ‘to-do list’ through regular one-on-one catch ups

o Help ensure time management efficiencies for the VP through pro-active diary planning, email management, organisation of meetings (and attendance at meetings where needed), interviews and international conference calls, keeping them informed of any additions/changes and helping they are well prepared for meetings

o Manage VP’s expenses and submit regular expense claims

o Liaising with the networks and maintaining a good relationship with them

o Screening phone calls, enquiries and requests, and handling them when appropriate

o Provide support to the VP’s projects and support the Management Team as required

o Produce (or amend/reformat where necessary), accurate documents, letters, reports, graphs, spreadsheets and other documentation from diagrams and presentations 

o Liaise with HR and assist with confidential HR matters, including preparation of confidential staff letters, PDP documents etc

o Meeting and greeting visitors.


2. Department Duties:

Helping to arrange social events, within agreed budgets, including liaising with suppliers (Quarterly drinks, Pub Games Night, Summer Party, Quiz)

Collate monthly Board report

Devising and maintaining office systems, including data management.

Keep the departments functioning including items like cost tracking, invoice processing

Liaising with suppliers and other staff.


3. Meeting and conference organisation Duties: - About 3 or 4 times per year we hold small events in different towns. These are generally 1 day events for 50 people or 2 day events for 30 people.  

Managing the meetings (liaising with the local companies, to arrange and book a suitable venue/hotel/ social events, sending out invites to attendees, checking hotel requirements that they have, etc) – including travel to the meeting as required to assist with administration and implementation.

Assisting in Notes& Actions 


4. Deputise and support other PAs 

Provide cover for other Technology PAs during periods of absence as well as periods of heavy workload.


5. Manage a part time or junior assistant who will look after several teams on a different floor. 


About Reed Business Information 


Reed Business Information (RBI) provides information, analytics and data to business professionals worldwide. Our strong global products and services hold market-leading positions across a wide range of industry sectors including banking, petrochemicals and aviation where we help customers make key strategic decisions every day.  RBI is part of RELX Group plc, a world-leading provider of information solutions for professional customers across industries.

http://www.reedbusiness.com 


RBI is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.


RBI General Benefits Package:


RBI pays competitive salaries and has a comprehensive set of benefits. 



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