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Executive Assistant

2 months ago

Tunbridge Wells, United Kingdom Loch Associates Group Full time

About the Company:


Like the look of this opportunity Make sure to apply fast, as a high volume of applications is expected Scroll down to read the complete job description.

We are a group of companies delivering commercially focused legal advice and solutions, HR support, wellbeing and training, mediation, and dispute resolution services to a variety of clients. The exciting part is it doesn’t stop there as we are constantly developing new products and services to meet our clients’ needs and as a business we are growing

About the Role:

This role requires a confident, dynamic individual with enthusiasm, who can use their initiative to support the Managing Director with day-to-day activities concerned with managing the Group. This will involve managing a busy diary and proactively responding to emails. The job holder will be super organised themselves and very good at multi-tasking. They will be required to manage internal meetings, provide support with Marketing and Business Development activities and help manage projects and allocated tasks ensuring completion within agreed timeframes. They will have at least 5 years Executive Assistant experience working for C-Suite executives in Professional Services.

This will be an extremely varied role so the job holder will need to be highly organised, very good at multi-tasking and happy to roll their sleeves up to ensure that as a team, we continue to deliver great results to our clients. You will be able to manage competing demands ensuring that deadlines are met, and all tasks are completed to a high standard. We are always looking for ways to improve what we do, so being proactive with an eye for detail and having the confidence to suggest potential process improvements is key.

Responsibilities:

  • Providing support to the Managing Director, including, but not limited to, the following key tasks:
  • Managing the MD’s diary scheduling meetings and daily tasks to be undertaken
  • Ensuring non client emails are responded to and any follow up emails sent including drafting and sending email responses on behalf of the MD.
  • Acting as central point of contact among Leadership team, employees, clients and suppliers
  • Screening phone calls on behalf of MD.
  • Ensuring that information is communicated within the group appropriately and in a timely and effective manner.
  • Using the CRM system proactively to help the MD manage and develop client relationships.
  • Tracking and coordinating all Business Development activity ensuring that follow up tasks are diarised and actioned.
  • Booking in networking events, completing PO forms, and arranging travel and accommodation where required.
  • Managing internal meetings, creating agendas, taking minutes, and ensuring follow ups are undertaken.
  • Liaise with the Marketing team in preparing for events and meetings.
  • Arranging travel, catering and accommodation for the MD as required.
  • Typing and/or composing of correspondence and documents.
  • Collation of non-client documents for review and or signing by MD.
  • Providing private support to the MD as required.
  • Organising a filing system and file maintenance.
  • Planning and booking team events as required.
  • Ad-hoc project work as required.
  • Answering telephone calls in a professional and friendly manner.
  • Meeting and greeting visitors to the office
  • Providing clerical, secretarial and organisational support including drafting/making amendments to correspondence and documents and copy typing for the Managing Director.
  • Taking phone calls, providing information to callers and taking and passing on messages in a professional and timely manner
  • Filing/managing emails and contacts using Pipedrive.
  • Assisting with calendar management, scheduling client meetings, and making relevant arrangements as requested.
  • Taking notes at formal meetings.
  • Works with the wider support team to provide administrative support to wider team as required.
  • Proactively addressing problems in the office working independently or with others to identify solutions.
  • Supervising Support team and overseeing allocation of daily work

Qualifications:

  • At least five years’ experience in a similar Executive Assistant role at C-Suite level in a Professional Services firm.
  • An understanding of employment law preferred but not essential.
  • Prior experience of supervising administrative staff preferred.
  • Proactive attitude always looking for improvements or extra steps to improve the client journey.
  • Brilliant communication skills and able to build strong working relationships with team and clients.
  • Excellent multitasking skills.
  • Attention to detail .
  • Critical thinker and problem-solving skills.
  • Team player.
  • Good time-management skills.
  • Great interpersonal and communication skills.
  • Typing speed of at least 60 wpm.
  • Excellent Microsoft Word and Excel skills.
  • Educated to degree level (or equivalent).
  • 5 years of experience in a similar role.
  • Excellent multitasking skills.
  • Inquisitive nature – happy to positively and sensitively challenge the status quo to identify areas for improvement

If you are a dynamic professional with a keen eye for detail and organisational excellence, we invite you to join us and play an important role in ensuring the smooth running of the Group.