Executive Assistant

4 months ago

Paddington, Australia Nissan Full time

**Who are we?**

Nissan has one of the most comprehensive European presences of any overseas manufacturer, employing more than 17,000 staff across locally based Design, Research & Development, Manufacturing, Logistics, Purchasing and Sales & Marketing operations. Total production in the UK alone is now over 9 million vehicles including award-winning crossovers, commercial vehicles and the Nissan LEAF, the world's most popular electric vehicle.

We are an aspiring organisation, and we are looking for equally bold and creative Executive Assistant & Finance Administrator to join our established team. Nissan is positioned to become the most desirable Asian brand in Europe, and we need your help to get there.

**Purpose**

The Global Nissan Customer Experience (NCX) team based on Nissan's Customer Experience Centre (CEC) located in Paddington, London is seeking a multi-disciplined Executive Assistant & Finance Administrator with a sharp eye for detail to work with CEC's Vice President (VP) and Business Transformation and Operations team.

The role will be diverse and encompass Finance Administration, Office Administration, and Assisting CEC's VP for Global Customer Experience & Digital Transformation.

In its Finance and Office Administration capacity, the role will be responsible for supporting CEC's Business Transformation & Operations team to ensure efficient management of CEC office and finance.

**Main Tasks & Responsibilities**

**Executive Assistant**
- ** Calendar Management**: Coordinate and manage the Global Vice President's schedule, including meetings, appointments, and travel arrangements.
- ** Meeting & Event Support**: Plan and prepare for meetings the VP will participate in, including booking meeting rooms, ensuring availability and necessary resources, preparing the room and technology, preparing catering.
- ** Phone Calls**: Handle incoming and outgoing calls, ensuring efficient communication.
- ** Document Management**: Organize and maintain critical documents, presentations, and reports.
- ** Business Travel Coordination**: Arrange international and domestic travel, including flights, accommodations, and logistics for meetings, business dinners, and other itineraries.
- ** Expense Management**: Process travel expenses and maintain accurate records.
- ** Stakeholder Liaison**: Interact with internal and external stakeholders, representing the Global Vice President professionally.
- ** Problem-Solving**: Proactively address challenges, find solutions, and anticipate needs.
- ** Confidentiality**: Handle sensitive information with discretion and confidentiality.

**Finance Administration**
- ** Budget Assistance**:Assist in managing CEC's General & Administrative (G&A) budget, including forecasting future expenditure, tracking costs, and identifying potential cost savings.
- ** Purchasing Assistance**:Assist with purchasing administration including: raising and issuing purchase orders to service providers, receiving invoices and raising Goods Received, and processing invoices with Nissan UK finance team.
- ** Financial Reporting**: Generate financial reports as needed, including supporting CEC's Finance and Budget Governance rituals.
- ** Recharge Assistance**:Assist with preparation of annual Global Recharge documentation and coordination with internal stakeholders.
- ** General Finance Administration**:Support with other finance tasks as required.

**Office Administration**
- ** Facilities Management**: Oversee office facilities including maintenance, repairs, upgrades to the office or equipment.
- ** Health & Safety**:Participate in Health and Safety inspections and implementation of safety protocols as well as addressing any hazards or risks.
- ** Vendor Coordination**:Liaising with building security and facilities management, and office vendors (e.g. cleaning, maintenance, communication and utilities)
- ** IT Liaison**:Collaborate with IT team to ensure continuous and smooth operation of the office IT equipment.
- ** Security Liaison**: Manage the office access control, issue / return of access cards.
- ** Office Organization**: Maintain a well-organized and efficient office environment.

**Skills & Experience**

The Executive Assistant & Finance Administrator should have the following skills or experience:

- ** Experience**: Minimum of 2 years as an Executive Assistant supporting senior executives at large or multinational corporations.
- ** Adaptability**: Thrive in a fast-paced, ever-changing environment.
- ** Communication**: Excellent verbal and written communication skills. Ability to professionally interact on behalf of the Global VP with colleagues, vendors, and internal partners.
- ** Attention to Detail**: Meticulous in managing details and deadlines. Strong attention to detail for the accuracy of financial transactions and document management.
- ** Tech-Savvy**: Proficient in Microsoft Office Suite and other relevant tools.
- ** Global Mindset**: Comfortable working across time

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