Senior Executive Assistant

5 months ago

Manchester, United Kingdom The Pilot Group Full time

**Pilot Group - Executive Assistant**

Today’s world runs on critical infrastructure and technology. Pilot Group are dedicated to improving people’s lives and the environment. We lead the way in SMART, SAFE and SUSTAINABLE infrastructure solutions. With combined experience over 5 decades spanning across electronics, electrical, heating and lighting markets, we pride ourselves in working in partnership with organisations world-wide to deliver integrated technology to improve working environments and transport systems.

The role will have a heavy focus in ESL which are the biggest business in the group.

**About ESL;**
ESL connects the demand and supply of industrial electrical components. As the world shifts to a more electric future, ESL helps customers procure their needs in this space by thinking and operating differently.

The company joins supply chains together in a simple and easy-to-deliver way. ESL sources requirements internationally to develop long-term relationships with customers and suppliers, we hold stock in three warehouses (UK, Europe and America), we provide next-day delivery, and we provide local service in many countries by communicating in more than 18 different languages.

ESL is headquartered in Manchester with people located around the world. It was founded by two female entrepreneurs 17 years ago
- (both are still in the business) and the company has continued to deliver double-digit growth year after year. The company has 75 amazing people with brilliant skills.

**Purpose of the Role**:
To play a central part of providing an efficient and accurate administration and project support to the Group Managing Director.

Working closely with the Pilot Group’s Group Managing Director, you will make sure diaries, projects and commitments for the Group MD runs as smoothly and efficiently as possible, therefore enabling him to focus on his responsibilities in the knowledge that all the support, logistics and arrangements have been taken care of in line with Company policy and practices.

**Principal Accountabilities**:

- Provide Outlook and diary management for the Pilot Group MD
- Coordinate and implement meeting schedules
- Assist with the set-up of office meetings including booking meeting rooms, video/call conferencing, catering, AV and confirming details with attendees in a timely manner
- Assist with Group MDs relationship management: database entry for contacts, drafting, sending, and tracking invitations and communication
- Provide an effective professional response to all visitors and enquiries by phone and face-to-face
- Monthly expense reconciliation
- Provide support in gaining business approvals, purchase orders and expenses
- Coordinate the activities such as diarise calls, minute meetings and manage the central database.
- Arrange, coordinate the agenda, and minute the monthly meetings of board, exec, and other meetings.
- Arrange and coordinate the agenda and preparation meetings and create Board packs ensuring all papers are submitted in a timely manner.
- Create presentations, reports, documents, printing, and distribution if needed,
- Provide support to the stakeholders
- Maintain strong working relationships with other business functions
- Work as part of a team across the Group to help ensure delivery of Group company goals.

**Knowledge, Skills and Experience**:

- Extensive experience of supporting Senior Executive level in a high performance, fast paced organisation
- Able to use a variety of IT packages (e.g., Office 365, etc) at advanced standard
- Experience of working within an administrative role with robust administrative skills and the ability to draft documents without guidance
- Experience in organising complex and ever-changing schedules
- Proactive, works on own initiative, and is effective when under pressure
- High level of proactivity, able to use own initiative with a resourceful approach
- Highest level of integrity with the ability to maintain confidentiality and discretion
- Ability to project manage - ensuring clear requirements, monitoring and control to deliver the objectives in a timely fashion

**Personal Attributes**:

- Workload management of self and Group MD
- Excellent planning and prioritisation skills
- The ability to work under pressure and deadlines
- Professional and friendly demeanour
- Self-motivated but able to work as a team
- Sustaining a level of professionalism among staff
- Background of strong secretarial / PA or EA support to a high-level team within a fast-moving business environment.
- High level accuracy and excellent literary and numeracy skills
- Experience with diary management ideally for more than one Executive.
- Excellent communication skills, written and orally
- Flexible approach to ad-hoc tasks and last-minute changes to provide excellent service.

**Location**

Head Office, Manchester (Short walk from Manchester Victoria train station)

Commutable from: Manchester, Greater Manchester, Oldham, Rochdale, Wa

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