Executive Assistant

3 weeks ago

Westhoughton Greater Manchester, United Kingdom PP Associates Ltd Full time

I have recently been instructed on a brand-new role and working with a reputable, trustworthy and professional business based in Horwich who are currently seeking an experienced, capable and commercially astute board level Executive Assistant. The Executive Assistant will be a support force who empowers my client’s senior leadership team. You will be a proactive and diligent problem solver with exceptional communication skills and meticulous attention to detail. You will have previous experience as an Executive Assistant supporting senior management and the role will also include office management responsibilities. Given the dynamic nature of the executive landscape, you will need to be flexible and consistent whilst maintaining the confidentiality of high-level operations. This is a varied, challenging and unique role, brand new within the business so it is essential you possess current and demonstrated EA experience. This role is permanent, full time and offering hybrid working. Key tasks & responsibilities EA to Managing Director

  • Extensive day to day diary management of a busy and complex schedule, including organisation and prioritisation of all internal and external meetings, ensuring effective time management.
  • Coordinate the monthly leadership meetings and packs. Co-ordinating the agenda, managing logistics and attending on the day to ensure the meetings run smoothly.
  • Ensure the MD is properly briefed for external meetings and internal presentations.
  • Ensure the effective and initiative-taking management of mailboxes and a complex and challenging diary with a range of internal and high-profile external commitments, prioritising and planning the diary at least 12 months in advance
  • Organise and schedule meetings, calls, reminders and personal appointments, as well as recording meeting minutes and chasing up action items.
  • Oversee projects and tasks, on behalf of the MD, following up on actions through to completion.
  • Support the MD in the execution of special projects and initiatives.
Administration
  • Arrange and co-ordinate meetings, including external guests and key business stakeholders liaising with other relevant teams to ensure everything runs to plan.
  • Produce key documentation for meetings – this will include but not limited to collating relevant information from the wider team to produce briefing papers, presentations, and reports.
  • Interact with internal and external senior stakeholders, developing and maintaining working relationships with the senior leadership team alongside external stakeholders and partners.
  • Handle travel management including international travel and transfers, ensuring itineraries are produced and where appropriate, visas are arranged in a timely manner
  • Provide the senior leadership team with diary management support
  • Act as a first point of contact for clients and visitors at all levels of seniority
  • Co-ordinate and support on key events and conferences including catering arrangements
  • Administrate Directors credit cards and expenses
  • Devise and maintain office/administrative systems, data input and management including logging data on the Company CRM system.
  • Screen phone calls and handle enquiries with professionalism and discretion
  • Ensure deadlines are met and project objectives are achieved
  • Compile and prepare reports, presentations, and correspondence and conduct research and gather information.
  • Key member of the Social Value team
  • Collaborate with Marketing and act as an interface to support internal and external activity
Office Management
  • Effectively manage the general office, ensuring the smooth running of the office on a day-to-day basis, maintaining a positive working environment, resolving day to day issues/queries.
  • Deal with correspondence, preparing letters for signature, including handling customer complaints and queries
  • Order stock/materials/services as required including negotiating prices with suppliers
  • Update notice boards with the latest company information
  • Assist with maintaining offices to a high standard
  • Ensure canteens are sufficiently stocked and monitor associated waste collections
Skills, experience & personal attributes
  • Extensive experience directly supporting a senior executive in an extremely fast-paced and changing environment
  • Ability to work on your own initiative, while paying great attention to details and familiarising yourself with the priorities of the business
  • A can-do attitude is essential along with great planning and organisation and excellent communication skills

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