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Executive Assistant to Board of Directors

5 months ago

Manchester, United Kingdom Simpson Judge Full time

I am working with a brand-new client who are looking for an Executive Assistant who will also assist with various HR duties within the business. This is newly created role working in an exciting, fast paced and unique industry. Reporting into the Group Head of HR who is based in Estonia, this role will be responsible for HR activities/administration in the UK where there are currently 44 employees who work in various departments, with a mixture of hybrid, office, fully office based or fully remote. You will be responsible for providing high quality, confidential personal assistance and administrative support to the MD, Commercial Director, and other Board Directors. You will also support the Senior Team as required to include attendance at Executive Board meetings, taking responsibility for compiling and circulating agendas, minutes and follow up actions.

This role is permanent, full time, offering hybrid working and based at Trafford Park with free parking plus company benefits and 25 days holiday + Bank Holidays.

PA Duties
- Support the MD and Board with workload, projects, and activities.
- Co-ordinate and maintain the diaries of the MD and Board including organizing all appointments, meetings, and travel arrangements.
- Identify, anticipate, and prepare information requirements of the MD and Board for meetings.
- Manage and arrange appointments, presentations and follow inward and outward requests for information, outstanding reports, and correspondence.
- Attend Board, management meetings, provide agendas and minutes accordingly.
- Create reports as requested by the MD and Board.

Human Resources Duties
- Support the Group Head of HR in the implementation and evaluation of all Human Resources activities such as employee engagement and relations, development of HiBob, compensation and benefits, talent, and performance management.
- People plan.
- Keeping accurate training records via an L&D plan, research training and booking as required, keeping up to date log of all training completed/planned/requested.
- Onboard new starters to include new starter documents, employment contracts and induction activity.
- Trusted advisor to management to support all Employee Relations cases in the UK office which include, but are not limited to, induction, probation, sickness, flexible working requests, performance management plans, grievance and disciplinary.
- processes, and maternity/paternity & adoption etc.
- Off-boarding leavers, including confirming notice periods, confirming final salary details and exit interviews where appropriate.
- Maintain employee files including right to work, emergency contact details, flexible working requests, maternity/paternity information etc.
- Ensure compliance to current legislation and adhering to General Data Protection Regulations (GDPR) when processing all personal data.
- Responsible for researching, compiling, and maintaining reports and presentations as required.
- Support group the Group Head of HR in all other areas of general HR and ongoing projects.

Essential Requirements
- Display the company values; Care, Collaborate & Innovate
- Previous HR and PA Administration experience At least 12 month’s experience of being a PA/Exec Assistant to a board director.
- Familiarity with legislation in the areas of employment e.g., sickness, disciplinaries, dismissal
- Proven experience of HR systems
- Excellent organisational and time-management skills.
- Excellent minute taking and typing skills.
- Confident to make decisions and to know when to refer upwards.
- Competent in the use of Microsoft office.
- Excellent interpersonal, oral, and written communication skills.
- Comfortable communicating at all levels.
- Caring nature with good listening skills.
- Friendly, helpful, and collaborative.
- Flexibility and adaptability to changing workloads adopting a problem-solving approach to work.
- Experienced in working with a busy team to high standards.