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Executive Assistant to CEO

3 months ago

Uckfield, United Kingdom AMACK GROUP LTD Full time

We have an exciting opportunity for a person who can hit the ground running as an Executive Assistant for our CEO while I am on maternity leave.

The Company:
Our clothing is designed and manufactured in the United Kingdom. We distribute globally with a strong presence, particularly in the United States.

We believe that clothing should stand the test of time. That’s why our clothes are designed to be timeless and are responsibly made by skilled makers who care deeply about quality.

Amack Group Ltd acts as the umbrella company for AYM Studio Ltd.

Application Process:
If you have the essential requirements and feel confident that you can meet the expectations of the Executive Assistant role as in the following job description please send your CV and covering letter to considered for the position by February 21st 2024.

Job Description Executive Assistant Maternity Cover

Job Purpose:
To provide high level support to the CEO with diary management, administration, meeting preparation, relationship management, working on specific projects, events attendance and travel administration and ad-hoc research.

The Executive Assistant (EA) will be one of the first points of contact for AYM-Studios. They will be working directly with the CEO, to support the efficient, timely dissemination of information to Board of Directors, team, and stakeholders to ensure the business meets its objectives & goals in a timely manner to maintain its high level of customer experience.

The EA must be a proactive, solution focused, valued team player who is able to remain calm under pressure, be flexible, multi-task, prioritise effectively.

Key responsibilities:

- Support the CEO.
- Manage and maintain the CEO’s diary and ensure that the CEO is fully prepared for all meetings and engagements with relevant briefing notes.
- Conduct regular diary meetings with the CEO to discuss upcoming work priorities and projects and all other requests for the CEO’s time.
- Work on delegated projects and research as directed to support the CEO.
- Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate.
- Manage the process from “start to finish” of obtaining briefings and papers (as required) from the Leadership Team on behalf of the CEO, to ensure that they are fully prepared for all engagements.
- Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
- Handle confidential information; organize and maintain files.
- In the absence of the CEO, prepare correspondence on their behalf.
- Meet and greet CEO’s guests and ensure they are looked after.
- Drafting agendas, collating papers and reports, taking minutes and following up action points.
- Provide ad-hoc executive support to the Leadership Team as required.
- Ensure all management/ staff meetings are coordinated, rooms pre-booked, refreshments available and all the necessary technology is working to ensure effective communications.
- Ad-hoc project work as required from time to time
- Any other reasonable duties as required
- On occasions be desirable for the Executive Assistant to be able to support the CEO by attending events as required.
- Duties must be carried out with due regard to Companies policies & procedures

and organisational values.

Person specification Skills, Experience and Attributes:

- Knowledge of standard office administrative practices and procedures.
- Strong literacy and verbal reasoning, able to write copy.
- Proficient IT & Technical computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel), Apple packages, Google sheets, social media
- Data organisation, analysis and reporting
- Assist with financial tasks such as invoicing & expense tracking
- Scheduling appointments/updating electronic calendars.
- Prepare & edit correspondence, reports & presentations to support decision-making process for management team
- Strong planning and organisational skills, able to adapt and respond to the unexpected.
- Maintain efficient and secure, digital filing systems and assist in record-keeping.
- Capable of managing multiple digital systems.
- Confident, proactive, self-motivated and organised approach.
- Reliable, responsive, discrete, confidential and diplomatic.
- Calm under pressure of short deadlines and unexpected change of plans.
- Comfortable in a fast-paced environment with multiple tasks and projects at hand.
- Ability to structure own time and create transparent approach to workflow management, make informed decisions and feeling confident to ask if unsure.
- Problem-solving/ solution orientation, seeing tasks through from start to finish.
- Good eye for detail and commitment to high quality outcomes.
- Team player, able to work collaboratively on a shared vision.
- Excellent interpersonal skills with a sense of humour.

Essential & Preferred:

- Minimum 3 years’ experience of working as a Personal or Executive