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 s 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