ICEO Practice Administrator

Administrative London, United Kingdom


Description

ICEO Practice Administrator

The International Center for Executive Options works with the most senior executives from a variety of backgrounds and functions to prepare a career strategy that will serve them in both the short and long-term in achieving work and life goals. A separate and discreet part of LHH, the practice broadly serves three main communities; national, multinational and global private and public company executives and directors, senior partners and functional specialists. This role will be supporting the ICEO Operations Manager with a focus on ensuring the administrative activities run efficiently, including maintaining the practice, scheduling meetings, managing web-based client services, managing correspondence via email and phone and sorting mail. In addition, this role will be responsible for maintaining records of all incoming clients, preparing monthly and quarterly financial reports and invoice processing.

 

Reporting Relationships:

      ICEO Operations Manager

Location:

      London - Temporary remote working due to Covid-19

Major Responsibilities

Administration

      Support ICEO Operations Manager with diary management for Director, managing Advisors and project work for continuous improvement

      Administrative tasks including formatting CVs, reports, slides etc.

      Meet and greet clients and visitors at practice reception

      Collect and distribute incoming mail, frank and post outgoing mail

      Ad-hoc administrative support for clients, from presentations to printing and IT help

      New client set up – building passes, guides, files, meeting follow up, supplying self-appraisal and psychometrics forms

      Both digital and physical file maintenance

      Organise the office layout, maintain supplies of stationery and equipment

      Maintain the condition of the office and arrange for necessary repairs

Events

      Develop and maintain a calendar of seminar and client events

      Liaise with speakers and set up as required

      Send out weekly reminders of events to all clients

      Be the main point of contact for seminar bookings

      Organise order and set up lunch in advance of in-office seminars

      Set up boardroom and organise badges ahead of in-office seminars

      Organise virtual webinars and seminars via Zoom

      Send out presentation/ handouts to all attendees

      Organise Alumni and corporate client events

Office

      Maintain office standards throughout the day

      Ensure refreshments are available

      Keep offices fully stocked with materials

      Stationery and refreshment stock checked and ordered when necessary

      Attend building management meetings and relay important information to the wider ICEO team

      Fire warden and First Aid responsibilities, training will be provided in-office

      Be the main point of contact for room bookings when in-office

Finance- under the direction of ICEO Operations Manager

      Code and manage supplier ad Advisor invoices

      Approve Advisor and supplier invoice items via Orbit, providing support with invoice submissions

      Liaise with the Accounts Payable team to ensure they have correct information to process invoices for Advisors and suppliers, and follow up on outstanding payments

      Track expenses and corporate card receipts to report to the Finance team monthly

 

The above list is not exhaustive but indicative of the main aspects of the role. Duties and responsibilities may be added or amended from time to time.

 

Required Experience/Characteristics

      Articulate and able to interact confidently with senior individuals

      Clear and concise communication over the telephone, Zoom and email

      Strong teamwork skills, remaining flexible and adaptable

      Organisation and time management skills with a high standard of accuracy and attention to detail

      Ability to build excellent relationships with both internal and external stakeholders, while respecting client confidentially

      A problem-solving approach to work

      Aligned with LHH core values and ethics

      Project management skills, ability to prioritise tasks and work under pressure

      Advanced knowledge of Microsoft Office Suite (Word, PowerPoint, Excel, Teams, Forms, etc.) and Zoom

      Bachelor’s degree preferred.

 

What We Offer

      Contract: Permanent

      Contract Type: Full Time

      Hours: 37.5

      Schedule: 9am-5:30pm, Monday - Friday

      Salary: Depending on Experience

Must have required right to work in the UK