Ref: RT43769

Executive Officer (Ref: RT43769)

Sector Administration/PA
Type Full-time, Permanent
Location London
Salary (Annual) £28,000 - 35,000 / Year
A Japanese cultural hub seeks a talented and multi-faceted Executive Officer to join their busy team in West London. The Executive Officer will ensure that the Company will function efficiently and effectively by implementing and overseeing administrative processes. This will include the preparation and organisation of information, documentation such as meeting minutes and other records across departments. This will also include providing full administrative assistance, clerical support and diary management to the Projects Board and Project Teams.
Main Responsibilities

General Administration
• Provide administrative support to the operational departments for Corporate Development, Finance & Compliance, Marketing & Communications, Operations & Services and Programming
• Responsible for internal meetings organisation. Prepare for and circulate agendas / minutes of key recurring internal meetings.
• Design, implement and regulate office operational policies and procedures to support Japan House’s activities.
• Assist Directorate in responding to queries, phone calls and invitations by taking forward such contacts as appropriate including liaising with Retail, Restaurant, and other internal colleagues.
IT Support
• Liaise with external IT provider to ensure Laptop and Mobile devices are set up correctly and delivered as required.
• Support with IT setup for new joiners
• Act as a Microsoft 365 administrator ensuring details are kept up to date across Users, Teams, SharePoint, and Exchange.
• Coordinate Dynamics CRM Database management, Event set up, Guest list building and management as well as reporting on key KPI outcomes.
Project Management
• Support the management of projects with multiple delivery teams (may include internal staff, external contractors, and experts).
• Support the Project teams, provide input to performance feedback and goal setting.
• Provide high level administrative support to the Projects Board, including organising, coordinating, and administering meetings.
• Be the first point of contact within the Project Management Office for the external and third-party project teams and collaborators
• Health and safety Management
The Ideal candidate
• Knowledge of accounting, budgeting and other financial practices
• High level of proficiency in full MS Office suite
• Use of other software systems, such as Microsoft Dynamics, beneficial
• At least 5 years’ professional experience in an administrative or secretarial role with responsibility for executive-level correspondence, administration, travel and diary management
• Exposure to sector (Museum, Arts, NFP, Visitor Attraction or Heritage Destination) preferred
• An understanding of Japanese culture and history would be an advantage.
• Some experience of management advantageous
Updated: 75 days ago
Ref: RT43769