Executive Assistant to Managing Director

3 weeks ago

Airdrie, United Kingdom International Beverage Holdings Ltd Full time

**Purpose of Role**

To provide executive support to the Managing Director and Executive Committee on general administration, legal and compliance, and business support activities. This role will be responsible for managing and coordinating the company PMO (Project Management Office) process; liaising with Senior Leaders and preparing monthly reports for the Managing Director.

**Main Responsibilities**

**Executive Assistant**
- Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments, plan, coordinate and ensures the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to MD’s time and office.
- Prepare travel arrangements, file monthly expenses, and all other items needed to ensure the Managing Director’s travel is smooth and successful.
- Research, prioritise, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the MD in determining appropriate course of action, referral or response.
- Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director, the Executive Committee and staff.
- Work closely and effectively with the Managing Director to keep him well informed of upcoming commitments and responsibilities and follow up appropriately.
- Manage the Managing Director’s office and other tasks that facilitate his ability to effectively lead the organisation. Prioritise conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
- Occasionally travelling with Managing Director to take notes or minutes at meetings or to provide general assistance during business trips.
- Ensure the Managing Director is fully briefed on, or prepared for engagements he is involved in.

**Project Management**
- Manage the company project governance framework, preparing monthly reports to key stakeholders, to ensure management make informed and timely decisions for the success of the project.
- Support the PMO lead in Thaibev, ensuring systems are maintained and reports are submitted on time.
- Highlight risks to the Managing Director
- Managing a variety of projects to help ensure successful timely completion; identifying person(s) responsible for action; helping to ensure quick turnaround and follow-up Identifying process efficiencies.
- Define and maintain project management processes and procedures.

**Business Support**
- Manage the legal Trademark database, liaising with external provider and the commercial team to ensure Trademarks are compliant and kept up to date.
- Work closely with the Human Capital and Business Support team to deliver key business events planned internally & externally.
- Prepare corporate presentations as required by the Managing Director.
- Support the Executive Committee with co-ordination and monitoring of monthly actions, ensuring actions are delivered to timescale agreed and the Managing Director is kept up to date on a regular basis with progress made.
- Will be required to support with other ad-hoc tasks and projects that may be deemed necessary.

**Working Conditions**
- Full-time, 34 hour working week with hybrid, flexible working
- Required to work additional hours as necessitated by the needs of the business.
- Some UK & International travel may be required as necessitated by the needs of the Business.

**Personal Profile**
- Educated to MBA level, preferably in business related topic.
- Proven experience in a PA/Project Management role
- Ability to manage a diverse workload.
- Logical and calm when working to difficult timeframes.
- Self-starter, able to work on their own initiative.
- Strong interpersonal and communication skills.

**Job Types**: Full-time, Permanent, Graduate

**Salary**: £25,000.00-£28,000.00 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Free parking
- Life insurance
- On-site parking
- Referral programme
- Sick pay
- Work from home

Schedule:

- Day shift
- Monday to Friday
- Weekend availability

Supplemental pay types:

- Yearly bonus

Ability to commute/relocate:

- Airdrie: reliably commute or plan to relocate before starting work (required)

**Education**:

- Master's (required)

**Experience**:

- Administrative: 2 years (required)

Work Location: Hybrid remote in Airdrie

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