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Executive Assistant

4 months ago

Bicester, United Kingdom Principal Medical Limited Full time

**The Role**

We are looking to recruit an experienced PA who will be based at PML’s central office in Bicester and will provide Executive support, to the CEO and Executive team. They will also take on day to day responsibility for overseeing Facilities management at the Bicester office.

You will join a team that takes pride in its can-do approach, working within what can be a busy, often demanding, but highly rewarding environment.

**Main Duties**

The person employed in this post will be the first point of contact for any issues related to the Board members and Central office facilities. You will report to the CEO and provide support for the Executive Team.

This role presents an excellent opportunity for an individual to broaden and develop their career.

**Responsibilities**:
**Executive Assistant Responsibilities**:

- Acting as a first point of contact, dealing with correspondence and phone calls.
- Managing diaries and organising meetings and appointments, controlling access to the Executives.
- Reminding the executives of important tasks and deadlines.
- Planning and scheduling the annual cycle of corporate meetings.
- Managing shared corporate mailboxes.
- Coordinating and uploading agendas and business packs for corporate meetings.
- Taking minutes at Board meetings and other corporate management meetings and producing briefings and actions for circulation.
- Typing, compiling, and preparing reports, briefing papers, presentations, and correspondence.
- Miscellaneous tasks to support Executives, e.g., completing some corporate governance reports or tracking of information, (to ensure that the business is complying with legislation and regulations).
- Support Executive Directors and the CEO in their day-to-day duties.
- Manage the stationery stock levels and equipment ordering for central office.
- Assist with organising regular and one-off events e.g., annual general meetings, and corporate events.
- Liaising with internal and exernal stakeholders, including suppliers and other staff.
- Support and lead on ad hoc projects as and when required.

**Facilities management (Central Office) responsibilities**:

- Managing contracts with providers to deliver central office services e.g., security, parking, cleaning, catering, rubbish and recycling collections and managing contractual performance and compliance of required standards.
- Ensuring that all basic facilities, such as water and heating are well maintained, and all necessary agreements with the suppliers are in place.
- Managing delegated budgets, ensuring cost effectiveness and value for money.
- Managing and allocating space within the central office premises.
- Ensuring facilities and central office premises meet statutory regulations and environmental, health, safety and security and Care Quality Commission standards.
- Overseeing routine central office premises maintenance.
- Arranging and managing contracts for services such as printing, photocopiers, supplies, stationery.
- Supporting central office business continuity planning.
- Acting as the central office health and safety representative.
- Recording and participating in the investigation of Health and Safety reported incidents, accidents and complaints relating to the central office premises.
- Ensuring health and safety and fire equipment is installed and checked regularly.
- Identifying potential hazards and implementing safety procedures to avoid reoccurrence.
- Undertaking risk assessments and central office inspections, including fire alarm and evacuation drills.
- Ensuring Electrical Safety Tests are conducted within legally required timescales.

**Supporting the Company’s internal and external communications strategy**
- Providing communications support to the Executive team.

**The post-holder will**:

- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate

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

**Salary**: Up to £35,000.00 per year

Expected hours: 22.5 - 30 per week

**Benefits**:

- Bereavement leave
- Company events
- Cycle to work scheme
- Enhanced maternity leave
- Free flu jabs
- Health & wellbeing programme
- Referral programme
- Sick pay

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- No weekends

Ability to Commute:

- Bicester (required)

Work Location: In person

Application deadline: 03/03/2024
Reference ID: E0176-24-0003