Executive Assistant

2 weeks ago

London, United Kingdom Adecco Full time

EA to CEO

Contract Type: Full-time

Employment Type: Permanent

Reporting Line: Chief Executive Officer

Responsible For: Receptionist

Hybrid: 2-3x in a week

Salary: 55-60k

Hours: 36.25 hours per week with the expectation that you may be required to support the CEO outside of usual working hours

Overview

One of the seven essentials for a CEO is to have a good EA. "You need a good ambassador who is adept at spotting things and creates an impression of accessibility and openness". Reporting directly to the CEO, the Executive Assistant (EA) provides support in a one-on-one working relationship. The EA serves as the primary point of contact for internal and external communication for matters about the CEO's Office and serves as a liaison to the board of directors and senior management teams. The EA should also work proactively and independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Strategic deliverables

The Strategic Deliverables detailed below summarise longer-term objectives that the post holder will be expected to achieve. These objectives are subject to change in line with business requirements:

  • Board and Remuneration Committee Papers - Prepare the agendas, coordinate the papers required, prepare packs and distribute them to meeting attendees. Working with the CEO, Head of HR, and Executive Committee as appropriate.
  • Annual Reception - Plan the Annual Reception (with the CEO), including liaison with the Family, the Chairman of the Board, and the Chairman of the Trustees to ensure the event is a success.
  • Keeper of the Brand - With the Marketing and Communications Team, ensure that any correspondence or material presented internally or externally meets the brand guidelines and is formatted correctly, and contribute to the development of the internal intranet.

Job Responsibilities

The Job Responsibilities detailed below are not exclusive or exhaustive and the post holder will be required to undertake such tasks as may be reasonably expected within the scope and role: CEO Support:

  • Organise the CEO's diary, planning workload, coordinating with other PA's, and amending the diary as required. * Understand the business needs and its direction, and plan accordingly.
  • Be prepared to offer ad-hoc support to the CEO outside of normal working hours.
  • Ensure all communication between the CEO's office and the Family, Trustees and Non-Executive Directors is always carried out clearly and efficiently.
  • Managing telephone, voicemail, and email messages for the CEO when unavailable and redirecting as necessary.
  • Act as a filter for all papers and meetings the CEO requires. Including managing the review process for, and amendments to, the papers for all Board and Trustee Meetings.
  • Ensuring that the administration is operating efficiently and effectively (all papers and work presented to the CEO should be on time and complete; the same is true for appointments).

General Support:

  • Organise both internal and external meetings, arranging rooms, equipment and catering as required. Coordination, preparation, maintenance and distribution of reports and meeting documents.
  • Provide leadership and guidance to the PA Team, coordinating as required and seeking improvements to how the team works. Including chairing a monthly PA Meeting and providing cover for PAs when they are on annual leave.
  • Organise the end-of-month team brief, including any presentations and refreshments required and provide a summary update to the Family and All Trustees' afterwards.
  • Produce a monthly update for all staff compiling any useful information and highlighting any forthcoming events in the local area.
  • Ensure electronic and hard copy filing is managed in a timely and efficient manner, by corporate and best practice standards.
  • Providing cover throughout the business as required, including support for other teams during busy periods and absences, and reception cover.
  • Liaising with other support teams as required
  • Plan and organise any dinners or events required.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Adecco. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.

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