Management Assistant

Kuehne + Nagel
06 Aug 2017
17 Aug 2017
Contract Type
Full Time

Management Assistant

Donnington, Shropshire

Reference Number: GB06859

We are the contract logistics partner of choice for logistics outsourcing and the management of complex supply chains. Our integrated services include all aspects of logistics planning, control and execution. From point of origin to consumption, we design solutions that turn your logistics operations from a challenge into a substantial competitive advantage.

Team Leidos which includes Kuehne + Nagel as the Storage, Distribution and Freight Delivery Partner took over the MoD's Logistics Commodities Services Operation in August 2015. In order to support the MOD Contract and other opportunities within the public sector, the Kuehne + Nagel Military & Government Business Unit was set up within the UK Contract Logistics Division.

Your tasks and responsibilities
The Management Assistant is part of the Operational Management Team and is;
* Primarily to support the KNMG General Manager - Storage and direct reports in daily, ad hoc and project based tasks including diary scheduling, report preparation, meeting preparation and support, office management and liaising with internal and external customers
* An extremely varied and crucial role with multiple tasks and priorities to be dealt with under time critical conditions
* Provide flexible and comprehensive support to the General Manager and Direct Reports
* Have a good grasp of Business Operation including organisational goals and strategic objectives
* Consolidate operational performance data and provide daily update and any operational issues
* Diary management - prioritising, scheduling
* Delegating work in the absence of the GM
* Attending meetings on the GMs behalf as required
* Understanding Operational budgets
* Representation at meetings as required - efficient minute / note taking
* Plan and facilitate meetings
* Ensure appropriate documentation is collated in advance of meetings including document packs and agenda preparation
* Tracking and monitoring of open action items e.g. ADL (Actions and Decisions Log)
* Daily phone / e-mail liaison with internal and external customers
* Assist with expense claims and mileage logging
* Liaison with other departments to ensure documentation order requests are processed correctly (e.g. Investment Applications, expenses)
* Correspondence management including monitoring electronic mail and responding as required.
* Information gathering and monitoring
* Prepare and maintain reports, presentations and documentation
* Aid publication of newsletter - gathering information, preparing and editing, designing graphic presentation, producing and distributing
* Complete assignments and projects, establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, liaison with suppliers and Procurement.
* Arrange and prepare induction plans / site visits
* Purchase Order entry, tracking and follow up, through to invoice payment and queries
* Coordinate the arrangements for Senior Management meetings / conferences / events including: sourcing venues (internal and external); managing attendee lists; arranging travel and accommodation; catering and technical equipment (as required)
* Draft correspondence and communications
* Undertake varied responsibilities working alone or as part of a team
* Office management - office issues, maintenance of stationery, printer toner, meeting room supplies, new starter setup, IT hardware, mobile phones
* Update and administration of company systems

Your skills and experience
* Experience supporting senior staff and Director
* Ability to work on own initiative
* Calm under pressure and capable of thinking on your feet
* Capable of dealing with situations in the GM's absence and confident enough to delegate upwards if required.
* Organised thorough approach to work
* Ability to demonstrate mentoring peers or managing team
* Ability to handle confidential information, professionally and discreetly
* See projects through from start to finish - managing time and tasks effectively
* Ability to manage heavy workload and conflicting priorities as well as tracking progress on a wide range of tasks
* Excellent interpersonal, written and verbal communication skills
* Strong decision making abilities
* Strong influencing ability
* Strong attention to detail
* High proficiency in MS Office suite particularly Excel and Powerpoint

Please be aware that by applying for this role, you are agreeing to participate in the employment screening process. This process will include criminal record checking and identity validation. This means that KN will ask successful applicants to provide certain information and documentation to enable these checks to be conducted.
Any appointment will then be strictly conditional upon, and subject to, the receipt of satisfactory results of these checks