International SOS is the world’s leading medical and security services company with over 12,000 employees working in 1,000 locations in 90 countries. Established 35 years ago, we have become the market leader in global telehealth services and digital health solutions for an extensive client base of Fortune 500 companies, NGO’s and governments around the world.

About the role

In this role as an Executive Assistant you will work closely with the Group Director, Medical Services Assistance Services and the wider Medical & Security Assistance Services (MSAS) HQ team to provide administrative support to ensure efficient and effective performance of the individuals, team and overall function.

Key responsibilities

Your daily activities as an Executive Assistant will include:

•    Assist in scheduling meetings, booking meeting rooms, arranging visitor passes, printing collateral, organizing catering and arranging IT support if required  
•    Organise programmes, events, meetings or conferences in any global location by arranging facilities and caterers, issue information or invitations, coordinate speakers and control budget
•    Prepare agendas, notices and minutes  
•    Arrange business travel related logistics (flights, accommodation, transport, visas) as and when required  
•    Prepare monthly expense reports
•    Coordinate leave requests, approvals and tracking of utilisation
•    Coordinate all office facilities related matters relating to Medical & Security Assistance Services HQ team
•    Assist with staff inductions and onboarding
•    Create, maintain and update intranet, databases and spreadsheet files
•    Create, update and maintain MSAS organisation charts 
•    In the absence of the executives, redirect queries from clients and employees and/or advise as appropriate 
•    Perform other duties as assigned

About you

Skills required for the Executive Assistant position:

•    Strong MS Office, Outlook (ideally MS365), PowerPoint, Excel skills and ideally Visio and Sharepoint
•    Excellent organisational and administrative skills
•    The ability to multi-task, prioritise daily and work in a fast-paced sometimes pressurised environment
•    Excellent verbal and written communication skills
•    Advanced calendar management as well as domestic and international travel booking
•    Ability to work autonomously, with strong attention to detail and demonstrated problem solving skills
•    Ability to maintain confidentiality
•    Solid experience gained in a similar position typically from a multi-national or global organisation
•    Experience in a matrix organisation preferred
•    Bachelor’s degree (or equivalent) preferred but not essential

Benefits

Travel / Rotation Requirements for the Executive Assistant position: 

•    Occasional travel required to support face to face global team meetings and conferences

Other Benefits:

•    Structured career development track, with opportunities for progression and advancement
•    22 days annual leave increasing with service, option to buy additional annual leave
•    1 day’s leave for your birthday
•    Private health care, dental cover, pension scheme, life insurance, paid volunteering day 
•    Subsidised staff cafeteria and free tea, coffee and fruit
•    Discount schemes (Cycle2work, season ticket loans, gym discounts)
•    Access to the Employee Assistance & Employee Support Programme
•    Access to Chiswick Business Park Enjoy Work events
 

#EUROPE #LONDON

At International SOS, we offer a great working environment, thanks to our commitment to flexible working, diversity, and development.  We encourage every person to be their personal best by creating an environment of inclusion, equality and support.

International SOS has been recognised as a Top Employer in the UK by the Top Employer’s Institute (TEI) for 2024.