Executive Assistant to Managing Director

5 days ago


Boldon Colliery, United Kingdom Jackson Hogg Recruitment Full time

**Who we are looking for**:
An Executive Assistant to provide high-level administrative support to the Managing Director in the:

- Day-to-day business of the organisation, including:

- Scheduling meetings and maintaining the Managing Director’s calendar
- Preparing correspondence
- Coordinating travel, and other related functions.

This individual must exhibit a high level of professionalism and excellent written and verbal communication and interpersonal skills to interact with board members, clients and staff under the direction of the Executive Director. They must be a self-starter, extremely organised and have a keen eye for detail and highly developed problem-solving skills.

**Key responsibilities**:

- Manage and schedule the annual cycle for board meetings and management meetings
- Prepare and distribute agenda and take minutes and actions at monthly meetings
- Manage the MD’s Outlook calendar, including arranging meetings, booking meeting rooms and ensuring that supporting documents are provided in advance
- Arrange Zoom and Teams calls
- Liaise with and booking external venues for off-site meetings and facilitate the day of the event
- Liaise with external providers in terms of catering for meetings, where appropriate
- Understand the MD’s tasks and projects and maintain his ‘To Do’ list
- Answer incoming letters and produce routine replies to correspondence, scanning to the appropriate filing systems where applicable
- Arrange travel and accommodation for the MD and Board members where required
- Ensure New Starter and Staff Leaver documentation is completed and filed
- Compile offer letters and employment contracts for any new members of staff
- Arrange induction meetings with department managers for new members of staff
- Work with the MD to co-ordinate departments, tasks and projects in an operational liaison capacity
- Provide administrative support to HR and Finance & Planning meetings, including arrangements, agendas, notes and progressing actions as directed.

**Skills required**:
Applicants must demonstrate:

- A diplomatic personality with the ability to communicate with all levels within the company
- Excellent computer skills (Excel, Microsoft Word, PowerPoint)
- Proficiency in appropriate software
- Strong communication skills, both written and verbal
- A professional phone manner
- A team-player mindset

**Experience**:
Applicants must have the following experience:

- Previous EA/PA experience (essential)
- Sage 50 accounts: 4 years (preferred)
- Microsoft Office: 4 years (essential)
- NetSuite ERP system (preferred)
- HR admin experience

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

**Salary**: £25,000.00-£40,000.00 per year

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: One location



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