Executive Assistant - Office Coordinator

at  Saab Inc

Introduction
Saab UK is a British company that is part of Saab Group’s global high-technology operations. Saab offers world-leading solutions and services in defence, aviation, space and civil security. In the UK we bring together the best of Swedish and British innovation and engineering to provide our customers with products and solutions that push boundaries for what is considered technically possible. Our mission is to help our customers to keep people and society safe.
Our Saab UK business is going through a period of rapid growth, this means that we can offer a wide range of opportunities for personal fulfilment and career growth. As part of the global entity Saab AB, Saab UK Ltd combines the innovative spirit of a start-up with the resources and expertise of a larger corporation. Across the country we have seven principle sites which focus on software engineering, underwater robotics, training services and radars. Globally we number over 22,000 employees and have operations on all continents. Technologically we are leaders in many areas, and we reinvest a high proportion of our earnings in internal research and development. We collaborate with colleagues around the world who all share our challenge – to make the world a safer place.
Saab is a company with opportunities, a company where we see diversity as an asset and where you have both considerable responsibility as well as good opportunities for advancing in your career. Additionally, Saab is a company that respects each person’s needs for a rewarding life beyond work.
Role Purpose:

As an Assistant to the Managing Director (MD) for your business area, you will provide an efficient and responsive administrative, organizational and logistical service:

• Arranging travel, visas (when required) and accommodation
• Manage the Head’s expenses and official entertainment claims
• Dealing with incoming email, often corresponding on behalf of the MD
• Diary organization and arranging meetings
• Carrying out specific projects and research
• Event and Social planning including organisational team building activities
• Minute meetings on behalf of the MD
• Taking minutes of key meetings
• Expected to travel to key meetings in UK and occasionally to Sweden if required.

As an Office Coordinator, you will ensure the office runs smoothly, ensuring high levels of organizational effectiveness, communication and safety for staff and visitors.

Key accountabilities and responsibilities:

• First point of contact for guests, staff and general enquiries
• Ordering and organising office & kitchen supplies. Keep up supplier relations and source new suppliers when needed
• Ensure the office and kitchen and communal areas are kept presentable
• Updating the Visitors Book and maintain security logs, issuing security passes for both employees and visitors. Ensure visitors have refreshments
• Overall coordination of conference room bookings. Ensure each room/meeting has sufficient notepads, pencils, water, glasses, etc. If required, order refreshments/lunch. Ensure conference rooms are tidy at the end of each day
• General office administration duties including photocopying/scanning
• Order and issue Saab ID cards and alarm codes, maintaining an up-to-date ID log, adding and deleting employees as required to ensure the log is accurate. Manage Smart ID access requests for the office as per guidance provided
• Act as Fire Warden for the office
• Audit office equipment twice yearly and keep the Registers updated
• Provide support to and back up for the Facilities Manager
• Handle all incoming mail and dispatch of outgoing mail/parcels. Items to be couriered should be sent on time, tracked and followed up to confirm delivery
• Provide support, when required, at offsite events
• Ad hoc support and special projects, when required
• Travelling to other offices such as London and Farnborough

Essential skills:

• Proven experience as an Assistant at a senior level in an environment requiring tact, judgment and discretion
• Flexibility. The role will require some occasional out of hours/weekend working
• Adaptable, pro-active and ability to work on own initiative
• Communication, negotiation and relationship-building skills
• Organisational, IT and Problem-solving skills
• Leadership and the ability to ‘make things happen’

Desirable skills:

• Understanding of working within a defence environment would be advantageous
• Good knowledge of PowerPoint and Word
• Strong team player with a solution focused approach and a high-quality standard of execution and delivery
• Personable and easy to approach
• A clear and concise communicator who listens well and is able to flex communication style
• Ability to think around problems & get to inventive solutions

• First point of contact for guests, staff and general enquiries
• Ordering and organising office & kitchen supplies. Keep up supplier relations and source new suppliers when needed
• Ensure the office and kitchen and communal areas are kept presentable
• Updating the Visitors Book and maintain security logs, issuing security passes for both employees and visitors. Ensure visitors have refreshments
• Overall coordination of conference room bookings. Ensure each room/meeting has sufficient notepads, pencils, water, glasses, etc. If required, order refreshments/lunch. Ensure conference rooms are tidy at the end of each day
• General office administration duties including photocopying/scanning
• Order and issue Saab ID cards and alarm codes, maintaining an up-to-date ID log, adding and deleting employees as required to ensure the log is accurate. Manage Smart ID access requests for the office as per guidance provided
• Act as Fire Warden for the office
• Audit office equipment twice yearly and keep the Registers updated
• Provide support to and back up for the Facilities Manager
• Handle all incoming mail and dispatch of outgoing mail/parcels. Items to be couriered should be sent on time, tracked and followed up to confirm delivery
• Provide support, when required, at offsite events
• Ad hoc support and special projects, when required
• Travelling to other offices such as London and Farnboroug