Executive Assistant

**Reference ID**:
EXA/GLA

**Location**:
Position based in out Head Office, Maxim Business Park, Motherwell.

**Description**:
Wills Bros Civil Engineering is currently seeking a highly experienced Executive Assistant to join our team to cover maternity leave. Based in our Head Office, Eurocentral, Motherwell on a full-time basis Monday to Friday 8am to 5pm. As the Executive Assistant, you will play a crucial role in ensuring smooth operations and providing support to our team. If you thrive in a fast-paced environment and have a passion for administrative tasks, this could be the perfect opportunity for you. Reporting to the Directors and other senior members of staff.

**Responsibilities**:

- Reception: Handle all incoming calls and greet visitors at the reception area, creating a welcoming and professional environment
- Staff Sign-In/Out Sheet: Maintain and update the staff sign-in/out sheet on a weekly basis to track attendance accurately
- Travel Bookings: Manage travel arrangements for UK staff and directors, including car hire, flights, hotels, ferries, and car parking, ensuring efficient and cost-effective solutions
- Vodafone: Set up SIM cards, address queries, and maintain contracts to ensure smooth communication services for the company (when required)
- Credit Card Reconciliation: Conduct regular reconciliation of Credit Card expenses to maintain accurate financial records
- Holiday Register and Forms: Manage the holiday register and process holiday forms, ensuring accurate records and facilitating smooth communication between employees and management
- Personnel Assistant Tasks: Assist with various personal assistant tasks for ensuring timely and efficient completion, this includes travel, diary management, and setting up rooms for meetings
- Houses: Oversee ongoing responsibilities related to our site houses, along with support from our other administrators
- Milk Orders: Manage the ordering and delivery of milk for the office, ensuring an adequate supply is available
- Liaise with Cleaners: Communicate with the cleaning staff to maintain cleanliness and hygiene standards in the office
- Taking minutes of meetings for HR and other departments

**Requirements**:

- Proven experience as an Executive Assistant or in a similar administrative role
- Strong organisational and multitasking skills, with the ability to prioritise and meet deadlines effectively
- Excellent written and verbal communication skill
- Attention to detail and a high level of accuracy in all tasks
- Ability to maintain confidentiality and handle sensitive information with discretion

**How to Apply**: