Operations Executive/Executive Assistant

4 weeks ago

Newcastle upon Tyne, United Kingdom Taopix Full time

About the role

We are seeking a highly organised and proactive Executive Assistant to support our Managing Director and Commercial Director in day-to-day operations, including financial tasks.

The Executive Assistant will play a critical role in providing high-level administrative support to the Managing Director and Commercial Director. The ideal candidate will have a background in executive support, have experience with accounting system (ideally Xero), excellent organisational skills, and the ability to handle confidential information with discretion. This position requires a proactive individual who can manage multiple tasks efficiently and effectively.


Key Responsibilities


Administrative Support:

•Manage and organise the executives’ schedules, including meetings, appointments, and travel arrangements.

•Prepare and edit correspondence, reports, presentations, and other documents.

•Handle incoming communications, including phone calls, emails, and mail, and respond or direct as appropriate.

•Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.


Financial Tasks:

•Assist with budgeting, forecasting, and financial reporting.

•Handle expense reports, invoices, and purchase orders.

•Reconcile financial discrepancies by collecting and analysing account information.

•Support in the preparation of financial documents for internal and external stakeholders.


Project Management:

•Assist in the planning and execution of projects, ensuring timely completion of tasks.

•Monitor project progress and provide regular updates to the Managing Director and Commercial Director.


Office Management:

•Maintain office supplies and ensure the smooth operation of office equipment.

•Coordinate with IT and other departments to resolve any technical or operational issues.


Essential Requirements

•Proven experience as an Executive Assistant, preferably in a similar role.

•Strong knowledge of financial principles and practices.

•Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

•Ability to handle sensitive information with the highest degree of integrity and confidentiality.

•Proactive attitude and ability to work independently with minimal supervision.

•Exceptional attention to detail and problem-solving skills.

•Strong written and verbal communication skills with the ability to effectively present to colleagues

•Good time management skills and ability to meet targets and fulfil agreements

•Willing and able to develop knowledge of the wider area of work


Desirable Requirements

•Experience with financial software (e.g., Xero).

•Project management certification or experience.

•Familiarity with the software development and/or Photo industry.


What you can expect from us 

At Taopix, we know we can’t deliver the best without recruiting the top talent. To ensure that we provide the best environment for our team, we aim to create the ideal working environment. We will provide, support, training and time needed so that you are able to flourish in your role. We feel this is crucial to our future growth and the success of the company. 


About our company

In 2007, the Taopix product was born to fill a gap in the photo market, digital photography changed the way people archived and preserved their photographs. We have since grown a strong global distribution network, with offices around the world and our headquarters based in Newcastle Upon Tyne, UK. Taopix the brand is backed by a strong channel of partners; such as HP, Imaging Solutions and Canon, who support us globally. 

Our in-house Development, Design, QA and Support teams, plus our Operations, Finance, Human Resources and Marketing departments are all based at our headquarters in Newcastle. The Taopix Team have extensive industry experience, with three quarters of us working in R&D. 

We deliver a market-leading software platform dedicated to the growing digital photo market, focusing on photobooks and personalised photo gifts. Our complete software solution is available in over 60 countries in 20 languages via a dedicated network of global partners and resellers. Our focus is on helping businesses sell photo products across our web, mobile and desktop applications.

 

Taopix the product

Taopix is a fully customisable, white label software allowing users to sell personalised print, photobooks and gifts. Available as Online, Desktop and now a Mobile Application. We are focussed on our customers’ success & are always looking at ways to innovate & differentiate, allowing our clients to stand out in their respective markets. 

We’ve been a market leader since day one, thanks to our incredible team. 


Why you should join Taopix

Develop your skills Tailored training & development programme including extensive training on the entire applications suite.

Taopix food club Company subsidised food club with food cooked by our in-house Chef. Plus Tea, Coffee, drinks and fruit snacks are provided.

Taopix social club Company subsidised social club events and biannual company events.

Private medical insurance We offer private medical insurance.

Electric Car Scheme Salary sacrifice scheme through Octopus EV.

Holidays up to 37 days holiday per year (inc. Public Holidays and option to buy)

Equipment MacBook laptop, monitors, Apple keyboard and mouse.

Pension 5% match basis company pension scheme.

Free parking Free parking in our own office car park.

Life Insurance Group life insurance.

Casual dress code Casual dress code in the office.

Work and play Recreational facilities and chill out zone, including pool, darts and table tennis.


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