Business Support Coordinator/ Personal Assistant

Job Description:

The Opportunity

Leonardo is a global high-tech company and one of the key players in Aerospace, Defence and Security. Headquartered in Italy, Leonardo has over 45,000 employees. The Company has a significant industrial presence in four markets (Italy, the United Kingdom, the United States and Poland) as well as a network of strategic partnerships across the world.

Your responsibility as a Business Support Coordinator is to oversee the administrative activities that facilitate the smooth running of an office, organising people, information and other resources as required for the Future Combat Air/GCAP Business Area. 

The Business Support Coordinator will oversee the efficient and effective running of a busy office ensuring that relevant records are up to date and all administrative processes work effectively, identifying IT needs and fulfilment, planning, meeting and key event preparation and facilitation. The post-holder will also provide a proficient executive support service to the VP of the Business Area, managing their schedules, travel requirements and expense claims accordingly.

What You’ll do as a Business Support Coordinator/ Personal Assistant:

Work closely with the Leadership Team to use your skills and experience to support management activities as and when required. The types of activities to be performed include:

• Collaborate with UK and international partners and customers to coordinate meetings and events
• Manage Conference facilities within your Business Area ensuring that IT is in good working order and connection points are fully functional
• To manage the purchase and maintenance of office equipment, facilities and services
• Contribute to the facilitation of site special projects managing relationships with external service providers/ contractors
• Assist in the implementation of policies and support the production of documents, reports and presentations
• Lead and assist with booking events and travel
• Monitor stock levels of stationery and replenish as necessary
• Ensure that records are kept up to date, including committee membership, contact lists, and the directory of office contacts.
• Management of SAP MyTime and CATTS Timesheet completion
• Creation and management of Business Area intranet pages
• Assist with the creation and management of Functional and Business Area Comms Plan, arranging events, updating webpages and facilitating inputs to briefs as necessary
• Work as a member of a wider business support team; assisting and covering for colleagues in other areas of the business as necessary

Provide efficient secretarial/ administrative support to the Business Area VP including;

• Ensure the smooth running of daily schedules by managing and handling matters that arise in the course of the day to ensure that priorities are met
• Manage VP’s diary and email account, organising, scheduling and facilitating meetings as required (as well as attending where appropriate).
• Action recording and management until closure
• Be responsible for dealing with enquiries including letters, telephone calls email and visitors, referring enquiries to the appropriate point of contact within the organisation
• Coordination, selection and final preparation of briefing papers, reports and complex administrative documents in preparation for senior external and internal engagements/ meetings
• Organise UK and international travel and accommodation, preparing itineraries and processing visas as required
• Complete Expense claims for the VP and act as SAP expense claim champion dealing with requests and queries as required prior to the claim being passed to the Finance Team
• Assist in the creation and management of Functional Training Plans

What we need from you;

You really must have:

• Experience of working as a Business Support Coordinator/ PA/ Office Manager
• Professionalism and discretion to engage at the most senior levels
• Excellent organisational and time-management skills
• Good personal interaction and relationship building skills
• Team player with the ability to influence and motivate team members
• Ability to work on own initiative against a variety of competing priorities
• Self-motivation with an aptitude for problem solving and driving issues to conclusion
• Ability to prioritise workload independently
• Advanced knowledge of MS Outlook

It would be desirable if you had:

• Experience of working with a variety of internal and external stakeholders of varying seniorities, and an ability to co-ordinate / influence tasks involving these
• Intermediate to advanced skills in MS PowerPoint, MS FrontPage and SharePoint

Security Clearance

You must be eligible for full security clearance. For more information and guidance please visit : https://www.gov.uk/government/publications/united-kingdom-security-vetting-clearance-levels

Life at Leonardo

With a company funded benefits package, a commitment to learning and development, and a flexible approach to working hours focused on the needs of both our employees and customers, a career with Leonardo has never offered as many opportunities or been more accessible to as many people.

• Flexible Working: Flexible hours with hybrid working options. For part time opportunities, please talk to us
• Company funded flexible benefits: Access to private healthcare, dental schemes, Workplace ISA, Go Green Car Scheme, technology and lifestyle options (£500 annual allowance)
• Holidays: 25 days plus bank holidays, option to buy/sell leave and to accrue up to 12 additional flexi leave days per year
• Pension: Award winning pension scheme (up to 15% employer contribution)
• Wellbeing: Employee Assistance Programme with access to free mental health support, financial wellbeing support and network groups to demonstrate our ongoing commitment to diversity & inclusion (Enable, Pride, Equalise, Armed Forces, Carers, Wellbeing and Ethnicity)
• Lifestyle: Discounted Gym membership, Cycle to work scheme
• Training: Free access to more than 4000 online courses via Coursera and Linkedin Learning
• Referral Incentive: You can earn a reward for successfully referring a friend or family member
• Bonus: Scheme in place for all employees at management level and below

For a full list of our company benefits please our website here.

Leonardo is a global high-tech company and one of the key players in Aerospace, Defence and Security. Headquartered in Italy, Leonardo has over 45,000 employees, of which 8,000 are based at 8 sites throughout the UK.

At Leonardo UK, we believe that a diverse and inclusive work environment unlocks our people’s full potential and drives innovation and creativity. We work hard to offer a welcoming, accessible and inclusive place to work for all of our people, creating a culture where everyone can thrive, feel safe and have a sense of belonging and connection.

#LI-KA1

Primary Location:

GB – Luton – Cap. Green 300

Contract Type:

Hybrid Working:

Hybrid

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