Secretary / Admin Assistant

We are recruiting for a Secretary/Admin Assistant for a leading Defence organisation based in Portsmouth.

Role Overview

We are seeking a proactive and highly organized Secretary/Admin Assistant to provide comprehensive administrative and secretarial support to the Connected Intelligence team at Portsmouth. This role is crucial for ensuring the smooth day to day operations in support of all functions within CI, Portsmouth.

As the Secretary/Admin Assistant your responsibilites will be to:

• Act as the central point, supporting all functions (Engineering, PM, PMO, Quality, Finance etc.) within the Connected Intelligence business, at Portsmouth.
• Collaborate with the functions to ensure smooth operation support to:
• Provide support to the Functions in Preparing all logistics and correspondence for internal and external visitors to site.
• Support the Site Director in preparing for any high-profile visit which includes the CI teams.
• Manage complex calendars, schedule cross-functional meetings, and book local and international travel for department heads and teams.
• Support the Functional heads in managing and maintaining complex calendars, scheduling meetings, appointments, and travel arrangements for assigned personnel.
• As required by functional heads Prepare and edit correspondence, reports, presentations, and other documents, and track action items from high-level divisional meetings.
• Gather performance metrics from various teams to compile weekly or monthly business unit reports.
• Process expense reports, purchase orders, and other financial documentation in accordance with company policies.
• Support office management tasks such as ordering supplies, managing facilities requests, and liaising with external vendors.

Experience:

• Proven experience as a Secretary, Administrative Assistant, or in a similar support role, preferably within a large corporate or defence industry setting.
• Exceptional organizational and time management skills with the ability to prioritize effectively and manage multiple tasks simultaneously.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills, with a keen eye for detail and accuracy.
• Strong interpersonal skills and the ability to build rapport with diverse stakeholders.
• Discretion and ability to handle confidential information with integrity.
• Proactive attitude with a strong sense of initiative and problem-solving abilities.
• Ability to work independently and as part of a team in a fast-paced environment.
• This is an umbrella contract, the role is Inside IR35