Executive Assistant to CEO

6 months ago

West London, United Kingdom Tristan D Sirman Ltd Full time

Tristan D Sirman Ltd is the office of an entrepreneur with business interests in sectors including consultancy, design & construction, relocations, the circular economy, medical aesthetics, distribution, and consumer sales.

The business is in an exciting period of expansion and the team is growing, in size and business maturity. We need someone to help embed systems and support the integration of new providers/suppliers, so it is important that you have a flexible and positive approach.

The groups that are headed by the owner are growing and this is a great chance to join the team as we are expanding. Company projects include moving to a new Central London office and other exciting projects for clinics and academies. This is a great opportunity to develop the role and make your mark.

You must be confident in communicating with important clients, suppliers, colleagues on a national and international level. Communications must be always professional and in line with the relevant social and business protocols. The role requires high level administrative and secretarial skills with complex diary management skills. You must be highly computer literate, with excellent MS Word, MS Excel, PowerPoint.

**Responsibilities**:

- Prioritise and coordinate all requests for the owners time ensuring optimal time management and scheduling efficiency, including setting up hybrid meetings using Zoom/Teams etc
- Coordinate travel arrangements, including flights, hotels, and ground transportation
- Handle confidential information with discretion and maintain confidentiality at all times
- Communicating professionally with stakeholders and associates (internal and external) at all levels.
- Communicate with a wide range of clients and contacts daily in a professional manner
- Provide administrative support including conducting research and preparing reports
- Assist with project management and follow-up on action items
- Attend meetings, take actions, and follow up outcomes
- Manage expenses and prepare expense reports
- Bookkeeping and liaising with Accountants and HMRC
- Assist with event planning and coordination
- To support the with personal activities and administration - which may at times be dealt with remotely and out of office hours and during evenings and weekends.
- Support with preparing for meetings, including agenda preparation, presentation materials, and meeting minutes.
- Attend and take notes during meetings, track action items, and follow up on deliverables
- Arrange and co-ordinate domestic and international travel itineraries for the Owner including flights, accommodations, visas, and ground transportation
- Perform other duties as assigned

**Requirements**:

- Someone highly organised and able to work independently and unsupervised
- flexible and able to meet the demands of the Owner’s busy personal and work schedule.
- Excellent communication and interpersonal skills with strong written and verbal English
- Ability to take on the spot dictation and produce a high standard of written work with excellent spelling and grammar
- Ability to deal with multiple and conflicting priorities in a calm and professional manner.
- A quick learner, with excellent attention to detail and to manage workloads effectively and pro-actively.
- Proven ability to deliver in a fast-paced, highly pressurised, and independent role.
- Be able to use initiative, self-manage, working well independently or as part of a team
- Ability to manage change and adapt to changing situations at short notice
- Strong attention to detail and ability to multitask whilst enjoying being busy
- Minimum of 5 years of experience as an Executive Assistant or similar role and provide a minimum of 3 references covering 5 years of employment.
- Knowledge and understanding of international social and business protocols.
- Excellent IT skills including Word, Excel, PowerPoint and Outlook, accurate dictation and typing skills
- The right to work in the UK.

If you meet the above requirements and are interested in this exciting opportunity, please submit your resume and cover letter for consideration.

We offer competitive compensation and benefits package. If you are a motivated individual with a strong work ethic, we would love to hear from you. Please submit your resume and cover letter outlining your qualifications for this position.

**Salary**: £38,000 - £42,000 dependent on experience

**Benefits**:

- Company pension
- Flexitime
- Learning and development opportunities
- Free flu jab
- Private medical insurance
- Transport links

Schedule:

- Flexitime
- Monday to Friday
- Flexibility to work outside of regular business hours as needed

Supplemental pay types:

- Commission pay
- Performance bonus

Work Location: In person, accross 3 locations in West London

Preferred start date: ASAP

**Salary**: £38,000.00-£42,000.00 per year

**Benefits**:

- Company pension
- Flexitime
- On-site parking

Schedule:

- Monday to Friday

Supplemental pay

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