Personal Assistant to Chief Executive Officer

Personal Assistant to Chief Executive Officer (12months Maternity Cover FTC) We have an exciting new opportunity atCEME for a Personal Assistant for a 12 month fixed-term contractstarting in April covering maternity cover. If this is for you thenplease apply along with a 1 page supporting statement stating whywe should hire you and skills and experience you will bring withyou. Company Description Our mission here at CEME is to inspireinclusive business growth, contributing to economic prosperity. Ourvision is a world where engineering, technology, design andmanufacturing businesses improve life and wellbeing. Our valuesdefine how we work and what we do: * Inspire people to achieve morethrough learning fast. * Being inclusive, involving everyoneregardless of who they are. * We are innovative, exploring newthinking that will change the world and how we live. * Being openand honest, displaying the highest levels of Integrity in all thatwe do. Role Description This is a full-time on-site role located inRainham, East London, United Kingdom as a Personal Assistant to theChief Executive Officer. The Personal Assistant will be responsiblefor executive administrative assistance, personal assistance, diarymanagement, and clerical skills. 1. JOB PURPOSE * To provide highlevel confidential support on all aspects of administration andmanagement of specific projects. * To provide proactive support byanticipating needs and planning priorities. * Following up actionsand monitoring progress on behalf of the CEO. * Create positiverelationships with staff in stakeholder organisations. 2. PRINCIPLEACCOUNTABILITIES 2.1 Administration and Correspondence *Responsible for preparing all emails, letters and othercommunication ensuring consistency and appropriate level ofstandards in communication is maintained. * Monitor all incomingemails and correspondence and proactively respond where appropriateor highlight to the CEO any correspondence of an urgent nature. *Prepare presentation and briefings using PowerPoint. * Monitor theCEO's email inbox providing holding emails or responses as requiredand highlighting any urgent, personal or sensitive email. * Liaisewith the Company Secretary to help coordinate production of boardpacks for CEME Board meetings. * Attend daily updates with theChief Executive, plan and prioritise urgent activities. *Responsible for maintaining all filing and confidential shredding.2.3 Attendance at meetings/minute taking * Attend monthly SeniorLeadership Team SLT meetings and take a full record of the minutesand provide a draft copy to the CEO within an agreed timeframe andon approval circulate the minutes. * Follow-up actions and informCEO of any issues that need to be addressed. * Attend any businessmeetings or events as requested by the CEO. * Support the SMT onspecific projects on top of existing priorities, management ofagendas, forward planner and chasing actions. 2.4 Diary &Travel Management * Overall responsibility for the day-to-daymanagement of the CEO's diary ensuring that all meetings arescheduled accurately, meetings are re-confirmed and the CEO updatedof any changes ensuring effective time management. * Organisetravel and hotel arrangements for the Chief Executive utilisingbooking agents and resources as required. * Provide detailed travelschedules, itineraries, directions and maps as required. 2.5Telephone Enquiries and Visitors * Ensure that all telephoneenquiries are answered promptly and appropriate action taken,updating the CEO on all urgent calls and prioritising messagesaccurately. * Proactively identify where calls need to betransferred to other executives or parts of the business ensuringprompt customer service. * Professionally meet and greet allexternal visitors offering appropriate refreshments and providingany support to the visitor as required. * Manage internal visitorsproactively updating the CEO on any meeting changes or delays andensuring all parties are fully equipped with any meetingdocumentation as required. 2.6 Daily management of the CEO's Office* Ensure that the CEO's office is well maintained, refreshed twicedaily in respect of removal of crockery following meetings andreplenishing of water jugs and glasses. * Ensure the office is tidyprior to any internal or external meetings. * Purchase and maintainthe office tea/coffee/refreshment stocks and liaise with theon-site catering company to arrange any additional meetingrefreshments as required. 2.7 Event Co-Ordination * Providemanagement and supervisory support to other staff for major eventsand co-ordinating delivery and execution. * Co-ordinate any eventsor functions delivered by the CEO's office utilising and liaisingwith internal and external suppliers as needed. * Book or arrangeany external events or functions as required for the CEO includingseminars, training sessions or networking groups. * Book anyinternal meeting rooms required and arrange in conjunction withC&E any refreshments of AV equipment. 2.8 Finance * Raise anyPurchase Orders or New Supplier Forms as required. * Completeexpenses claims for the CEO keeping a track of receipts. * Ensurethat urgent documents and contracts that require signatures aredealt with in a timely fashion. * Arrange for processing ofinvoices and payments in conjunction with Finance. * Prepare andsubmit the CEO's expenses. 2.9 Other * Support the non-ExecutiveChairman as required in relation to correspondence, communication,events and company procedures. * Work with and support theExecutive team in respect of administration, planning meetings andtracking deadlines. * Undertake ad-hoc projects that may include,but are not limited to, marketing, web management and HR. *Proactively work with the CEO to ensure continuous improvements inthe effective management of the CEO's office. * Forward plan aheadof the year and months to ensure smooth planning of events /meetings etc in advance. * Provide HR support and work alongside HRin particular supporting organisational change through things likethe Great Company to work, Staff engagement, creation ofRecruitment packs and candidate management. 3. KNOWLEDGE &EXPERIENCE Key Attributes: * The ability to build strongrelationships at a senior level, including the CEO. * Having strongorganisational skills and effective planning. * Demonstrating anaccurate, efficient and maintain good calendar management. * Theability to develop good and honest working relationships with allemployees. * An awareness of your responsibility and integrity. *Ability to deal with sensitive information and communication -telephone manner, etc. Knowledge of: * Experience of officemanagement and multi-tasking (not essential but desirable). *Ability to deal with people at all levels and inspire confidence. *Highly competent in IT (Word, Excel and PowerPoint). *Qualifications and/or other Essential Certificates. * Minute takingat Board Level. * Recognised certificate Microsoft Products.Qualifications: * Educated to A-level or equivalent in English andMaths. * Evidence of Continued Professional Development (CPD).Experience: * Good experience of working at a senior level -minimum Board Director level, PA experience ideally to CEO. *Knowledge and ability to deal with staff issues and ensuring theyare dealt with in the best and most effective way. * Ability andexperience to take minutes of meetings and reflect an accuraterecord. Other Information * Reporting to: CEO * Hybrid working:Minimum of 3 days in the office Benefits @ CEME: * Aviva PensionScheme; 6.5% employer contribution and 1.5% employee contribution.* Westfield Healthcare £250 contribution towards learning anddevelopment. * Volunteer Days; 4x paid days per year to volunteer.* Birthday Off. * Duvet Day; 1x day off per year. * ComplimentaryCoffee 4pm. * Friday Finish Flexible Working. * Up to 3x socialevents December Holiday; gifted 3x days off between Xmas and NewYear. 5. HOW TO APPLY: To apply please provide a supportingstatement no longer than 2x A4 pages saying how you meet theselection criteria and your motivation to applying. Provide thenames and contact details of two referees (who will only becontacted if you are offered the job) along with your currentsalary and notice period. CLOSING DATE: Friday 28 February 2025With Interviews taking place week commencing Monday 10 March 2025Starting Date: TBC April 2025 J-18808-Ljbffr