Executive Assistant

4 weeks ago

Worksop, United Kingdom Sue Ross Recruitment Ltd Full time

Sue Ross Recruitment are working on a fantastic opportunity to join a private household as Private Executive Personal Assistant. We are looking for an experienced and highly motivated Executive Personal Assistant to support a busy private household based in North Nottinghamshire dealing with both personal and company matters. The role will have the support of internal departments and external advisors. However, it is a stand-alone position so applicants must be happy to work predominantly on an independent basis.

General duties:

  • Maintaining the highest level of confidentiality and discretion
  • Screening telephone calls, handling enquiries or taking messages as required
  • Diary management and synchronisation of diaries, both personal and professional.
  • Dealing with all correspondence including managing incoming post and email, prioritising, responding, and flagging for attention as required and forwarding to others as appropriate, including drafting of replies, liaising with agents at other residencies
  • Arrangement of national and international travel

BUSINESS RELATED DUTIES

  • Organising meetings, taking, and producing accurate and timely minutes of Governance and Foundation Trustees meetings (6-8 per year). Distributing papers for these and other internal and external meetings. Some limited UK travel to attend meetings may be required
  • Communication and liaison with Executive Directors, Senior Managers, and external professional advisers
  • Management and upkeep of database, website vault and passwords
  • Liaison with staff and managers of other sites
  • Organisation of events for the family in conjunction with other departments
  • Support for management of properties UK and overseas (France and Italy). Liaising with managing agents and representatives for payment of invoices and related matters
  • Preparing expense claims for business mileage and expenses
  • Dealing with requests for Estate events, mainly charitable
  • Managing very occasional requests to marry/ or for burials on the Estate s churches
  • Other administrative and organisational duties on request

PRIVATE RELATED DUTIES

  • Coordination and administration of hospitality, including shooting parties, (managing guest list, invitations, replies)
  • Dealing with auction houses (bidding, arranging payment, onward transportation)
  • Procurement of items for individual requirements, garden, house staff, wines (managing deliveries/returns and refunds, checking orders and invoices)
  • Dealing with private healthcare providers on the family s behalf as well as GP, Dentist, Optician appointments
  • Vehicle management (servicing, MOT, disposal, and acquisition)
  • Property insurance providing information and managing any claims with family solicitors
  • Liaison with other departments regarding house maintenance works, security aspects and curatorial for movement of paintings and furnishings
  • Conduit for the flow of information within the household staff and building excellent working relationships
  • Monitoring and assistance in managing personal bank accounts (UK and international)

Candidates should have experience of managing a diverse workload and have a professional and pleasant manner in both written and verbal correspondence. They must have a structured and methodical approach, be able to prioritise well, use their own initiative to problem solve and have excellent attention to detail. Good IT skills, significant levels of tact and discretion and the ability to remain calm under pressure are also required.

Extensive previous experience in a similar executive level role is absolutely essential. Language skills (French or Italian) are advantageous but not essential.

This permanent position can be considered on a full or part time basis full time Monday to Friday 9am to 5pm, part-time 4 full days or 5 shorter days per week. This role also has potential to be considered on a hybrid basis c 1 or 2 days.

Unfortunately due to the number of applications we receive, we are unable to provide individual feedback to all applicants. Please assume that if you do not hear from us within 72 hours that your application has been unsuccessful on this occasion.

May we take this opportunity to thank you for expressing an interest in one of our roles and wish you the very best in your search for employment.

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