Executive Personal Assistant

2 weeks ago

Coventry, Coventry, United Kingdom Martin Brower Full time

To pro-actively support the Managing Director in providing effective and efficient day-to-day calendar and diary management, co-ordination of schedules and the undertaking of relevant business administration duties.


Key Responsibilities:

  • To act as the confidential and personal Executive PA to the Managing Director (and, where appropriate, members of the Senior Leadership Team); providing a highlevel secretarial service which will include organising meetings, minutetaking and producing complex documentation in a timely manner and drafting correspondence in relation to standard requests etc.
  • To act as 'front of house' for the Managing Director; undertaking activities such as filtering telephone calls, receiving documents, correspondence and messages, and responsible for ensuring information is forwarded to the appropriate stakeholder in an efficient and timely manner.
  • To be responsible for the Senior Leadership Team's diary including coordinating complex travel arrangements, scheduling of reoccurring routine meetings, planning and preparations of events, working in collaboration with stakeholders including global stakeholders and the Customer.
  • To produce/prepare documentation for the wider Senior Leadership Team in a variety of formats including Word, Excel, PDF, PowerPoint and other reports including confidential material.
  • Provide a professional, supportive and customeroriented service to support the wider Senior Leadership Team; acting as the first point of contact for senior stakeholders visiting the Coventry DC.
  • To assist with the preparation, drafting and production of Board papers.
  • Raise invoices, credit notes, cheque requests and purchase orders when necessary.
  • Assist at events, e.g. Supplier Symposium and Road To World Class, as required.
  • Arrange room bookings, organise hospitality and order stationery supplies, as required.
  • Be responsible for ensuring that agendas/papers are prepared sufficiently in advance for meetings and that minutes are accurate. Responsible for the dissemination of information either in advance or after the meeting and for following up actions directly with those who have been assigned actions, to ensure that agreed next steps are carried out in a timely manner.
  • Organise and prioritise work efficiently to ensure smooth running of the office on a daytoday basis, including identifying opportunities to improve administrative procedures and taking the initiative to suggest ways of working more efficiently.
  • Record annual leave on behalf of the Senior Leadership Team

Required Skills and Experience:

  • Good general education
  • Sound qualifications in Secretarial and/or Business Administration (to at least RSA3/NVQ3) or equivalent
  • Previous PA/EA experience operating at Director / Senior Manager level
  • Demonstrable experience of selfmanaging an EA/PA workload
  • Microsoft Office proficiency, inclusive of Excel and PowerPoint
  • High resilience and tenacity
  • Excellent communication skills both internally and externally
  • Experience in managing multiple stakeholders
  • Able to use initiative to deal with routine matters
  • Ability to work effectively under pressure
  • High integrity and confidentiality
  • Excellent prioritisation skills
  • Strong attention to detail

Job Types:
Full-time, Permanent

Benefits:

  • Casual dress
  • Company pension
  • Cycle to work scheme
  • Discounted or free food
  • Free parking
  • Gym membership
  • Onsite parking
  • Private medical insurance
  • Referral programme
  • Wellness programme

Schedule:

  • 8 hour shift
  • Day shift
  • Holidays
  • Monday to Friday

Supplemental pay types:

  • Bonus scheme
  • Loyalty bonus
  • Performance bonus
  • Yearly bonus

Ability to commute/relocate:

  • Coventry, CV5 6UQ: reliably commute or plan to relocate before starting work (required)

Application question(s):

  • How many years of PA/EA experience do you have?

Work authorisation:

  • United Kingdom (required)

Work Location:
One location

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