Executive Assistant and Administrative Officer

Location: Sunbury on Thames, SRY, GB, TW16 7EF

Business Unit: Air Technology

Posting Date: Jan 23, 2025

Job Description: 

Scope of Role:

We are seeking a highly organised and proactive Executive Assistant and Administration Officer to support the Divisional Vice President (DVP) / Managing Director and wider leadership team of AMETEK Airtechnology Group (Airtech). This role combines high-level executive support with administrative responsibilities, ensuring the seamless operation of the business unit. The successful candidate will act as a key point of coordination, maintaining confidentiality, professionalism, and a high standard of efficiency / work accuracy.

Executive Support

• Manage the DVP & Managing Director’s calendar, schedule meetings, and prioritise appointments.
• Provide administrative support to other members of the leadership team as required
• Prepare meeting agendas, presentations, minutes and briefing materials for the Leadership Team.
• Co-ordinate travel arrangements, including flights, accommodation, itineraries and expenses.
• Act as a liaison between the Managing Director and internal/external stakeholders.
• Handle confidential information with utmost discretion and professionalism.
• Draft correspondence, reports, and other documentation (including newsletters and presentations).
• Organise on-site and offsite stakeholder visits.
• Support tradeshows and events as and when necessary.

Administrative Responsibilities

• Oversee general office administration, ensuring smooth day-to-day operations.
• Maintain records, files, and documentation in compliance with company policies and digitalise where possible.
• Co-ordinate with other departments to support project timelines and deliverables.
• Manage office supplies, vendor contracts, and facility-related matters (with co-ordination with the facilities team).
• Organise and manage company events, team meetings, and workshops.
• Lead charitable giving events to support the AMETEK ESG (Environmental, Social and Governance) agenda.

Communication and Coordination

• Serve as a key point of contact for internal and external stakeholders.
• Monitor and prioritise incoming communication, including emails and phone calls.
• Co-ordinate visitors on site both from within AMETEK and outside organisations; including liaising with other AMETEK facilities (e.g. Serbia, India, U.S.A etc….)
• Co-ordinate cross-departmental activities to ensure alignment with business goals.

Other Responsibilities/Non-essential Functions

• Undertake training that is identified as a requirement of the role as identified by the role Manager.
• Undertake all other reasonable requests that are made by the role manager/acting manager or Directors.
• At times of reduced department staff attendance there will be a need to be flexible and provide support outside of the normal tasks of the job to ensure customer satisfaction.
• On occasion you may be required to take on ad hoc duties which includes, but is not limited to training, department associated tasks and brief secondment to other departments.

Qualifications and Experience

• Minimum of 3 years of experience in an executive assistant or administrative role, preferably in a multinational organisation.
• Proven ability to manage multiple priorities and meet tight deadlines.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with travel management systems and expense reporting tools.

Key Competencies

• Professionalism: Maintains a high level of discretion and confidentiality.
• Attention to detail: Has a strong focus on detail and ensuring accuracy of information / plans.
• Time Management: Prioritises tasks effectively in a fast-paced environment.
• Interpersonal Skills: Builds strong relationships with stakeholders at all levels.
• Problem-Solving: Demonstrates initiative and resourcefulness in resolving issues.
• Adaptability: Thrives in a dynamic environment with changing priorities.

AMETEK, Inc. is a leading global provider of industrial technology solutions serving a diverse set of attractive niche markets with annual sales over $7.0 billion.

AMETEK is committed to making a safer, sustainable, and more productive world a reality. We use differentiated technology solutions to solve our customers’ most complex challenges. We employ 21,000 colleagues, in 35 countries, that are grounded by our core values: Ethics and Integrity, Respect for the Individual, Inclusion, Teamwork, and Social Responsibility. AMETEK (NYSE:AME) is a component of the S&P 500. Visit www.ametek.com for more information.