Job Description

ABOUT THE ROLE

ProfessionLX specializes in professional services where we engage our employees to empower them to excel for our customers. We are currently seeking full time Executive Assistant candidates to join our team in support of the US Navy's research mission. This position will provide services to the Office of Naval Research Global (ONR Global) personnel. These services shall perform administrative actions to enable consistent scheduling and meeting support, correspondence, and general office administration. Successful candidates will possess 2 years' relevant experience and excellent verbal and written communication skills with customers that include senior military, foreign governments and international partners.

What you will do:

• Provide executive administrative support for ONRG leadership in London and Arlington, with a focus on scheduling assistance. Maintain current schedules and itineraries for ONR Global leadership, including individual and group calendars. Organize and attend ONR Global leadership calendar sync meetings. Coordinate and schedule virtual and in-person meetings for ONR Global leadership. Be well-versed in the functions of virtual meeting software such as Microsoft Teams or Zoom.
• Coordinate and schedule conference rooms, video teleconferences, and telephone conferences for business operations and scientific staff in London.
• Schedule and coordinate official visits and other events. Improve, maintain, and provide London and West Ruislip area visitor information. Track VIP visitors' itineraries. Arrange visitors' access to base and offices. Meet and escort visitors when necessary.
• Prepare official correspondence per U.S. Navy templates and guidance. Create and maintain electronic filing systems in the command's SharePoint-based knowledge management system known as iConnect.
• Perform general clerical duties, including but not limited to photocopying, shredding, faxing, scanning, shipping, and filing.
• Provide facilities support.
• Coordinate, monitor, and report on building maintenance and repair of Office equipment.
• Monitor and coordinate with external cleaning service providers.
• Monitor and advise on supply stock levels for London office. Maintain inventory and ordering status of office supplies on hand for issue to employees
• Maintain room layouts and maps in Microsoft Visio or PowerPoint. Maintain positive control of and inventory of office keys for London Office(s).
• Assist Commanding Officer and N1/Human Resources team in drafting and signing Military fitness reports (FITREPs). Ensure official FITREP copies are submitted to BUPERS, the U.S. Military human resources system, or the equivalent/follow-on system, in a timely and compliant manner.
• May require some international travel; may require annual travel to the United States

REQUIREMENTS

What you will bring:

• Experience & proficiency with commercial software, to include Microsoft Office 365 (Word, PowerPoint, Outlook, SharePoint, Teams & Excel)
• Effective verbal and written communication skills with customers that include senior military, foreign governments and international partners
• Must have or be willing and able to apply for and receive appropriate background check

Your education and experience:

• High school diploma or equivalent; college degree preferred.
• 2+ years of experience in relevant field

BENEFITS

We offer great opportunities for personal and professional development in an international company, with a focus on supporting our customers to excel in their strategic goals. The role comes with a competitive salary package, 28 days holiday (inclusive of US Federal holidays), professional development, and generous paid time off. You will be a part of a dedicated group of colleagues who value teamwork and collaboration whose focus is to empower our customers.

Job Type: Full-time

Salary: £30,000.00-£35,000.00 per year

Benefits:

• Company pension
• Referral programme
• Sick pay

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Supplemental pay types:

• Performance bonus

Education:

• GCSE or equivalent (required)

Work Location: Hybrid remote in Ruislip

Expected start date: 01/07/2023

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