Executive Assistant

6 months ago

Manchester, United Kingdom Shield Safety Group Full time

**Executive Assistant**

The roles primary focus is to support the leadership team in managing day-to-day operations, coordinating administrative tasks, and contributing to the overall success of Shield Safety. As an Executive Assistant, you will play a pivotal role in ensuring seamless communication, organisation, and efficiency within the company.

The role will report into the Head of People

**Key Responsibilities**:

- **Administrative Support**: Provide comprehensive administrative support to the leadership team, including managing schedules, arranging meetings, and handling correspondence.
- **Travel Coordination**: Organise domestic and international travel arrangements for the leadership team, including flights, accommodations, and itineraries.
- **Meeting Facilitation**: Prepare meeting agendas, attend leadership meetings, take minutes, and follow up on action items to ensure timely completion.
- **Communication Management**: Handle incoming communications on behalf of the leadership team, respond to inquiries, and maintain a professional and organised communication flow.
- **Documentation**: Assist in preparing and reviewing various business documents, presentations, reports, and proposals.
- **Project Coordination**:Collaborate with different teams to ensure smooth project execution, monitor progress, and update leadership teams on project status.
- **Confidentiality and Data Security**:Maintain strict confidentiality of sensitive information and uphold data security measures.
- **Event Management**: Support the planning and execution of company events, conferences, and seminars.
- **Research and Analysis**: Conduct research on industry trends, market data, and competitors to assist in decision-making processes.
- **Financial Support**: Assist in budget tracking, expense reporting, and invoice processing.
- **Relationship Management**: Build and maintain positive relationships with stakeholders, clients, and partners.
- **Office and Facilities Management**:Oversee day to day office activities, manage office supplies, equipment and facilities, coordinating with suppliers and service providers to ensure all office maintenance and repairs are completed in a timely manner.

**Requirements**:

- Experience: Proven experience as an executive assistant or in a similar administrative role.
- Tech-Savvy: Familiarity with using technology and productivity tools to streamline work processes.
- Time Management: Strong organisational skills and the ability to prioritise tasks effectively.
- Discretion: Demonstrated ability to handle sensitive and confidential information with the utmost discretion.
- Adaptability: Ability to work in a fast-paced environment, handling multiple tasks with attention to detail.
- Problem-Solving: Resourceful and proactive in finding solutions to challenges that arise.
- Collaborative: A team player who can work effectively with colleagues across different departments.
- Professionalism: Maintain a professional demeanour and represent Shield Safety positively.
- Educational Background: A degree in business administration, management, or related fields is preferred but not mandatory.

**Who are Shield Safety?**

We are a leading Environmental Health consultancy, focussed on making safety simple and we work with a wide range of businesses across Hospitality and Retail. Our clients range from single-site coffee shops and takeaways to supermarkets and pub groups. Basically, anywhere you can eat, drink, sleep or shop in the UK. Some of our well-known clients include Tesco, YO Sushi, Empire Cinemas, Radisson Hotels and KFC. We're extremely proud of our 95% customer retention rate.

We specialise in providing risk-management services including Food Safety Audits, Health & Safety Audits, Fire Risk Assessments, Consultancy and Training. All delivered by a highly experienced and well-qualified team of Safety Professionals. We’re also paper-free. Our clever team of software superstars have developed RiskProof, our cloud-based software and companion app for compliance and risk management.

Shield Safety celebrated our 20th birthday this year and we’re extremely excited for the future and what’s to come next

**What do we offer?**

If you enjoy working in a fast-paced, collaborative environment surrounded by other passionate, like-minded people then read on. Continued training and development is key for all members of our team and a tailored training and induction plan is given to each new starter to help them get up to speed. There are always new opportunities to get involved in various projects across departments and we fully support CPD in order to help everyone reach their full potential.

**Some of our benefits include**:

- 33 days’ holiday (incl. Bank Holidays) plus the option to purchase 5 extra days per year
- Flexible working options incl flexi-time and remote working
- 5% employer pension contribution
- Employee Assistance Programme & Wellbeing App
- Various discounts (gy

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