Executive Assistant to The CEO

2 weeks ago

Derry, United Kingdom Gray's Full time

Gray’s Marketing and Comms Specialists are a passionate full-service agency based in the Northwest of Northern Ireland servicing clients globally.

As an employer accredited by the National Living Wage Foundation, Gray’s prioritise attracting and retaining top talent by offering competitive wages alongside sustainable employment opportunities.

We need a hard-working individual who can be the Executive Assistant to the Chief Executive Officer (CEO).

In this role, you will play a vital part in optimising the CEO’s effectiveness by managing their schedule, overseeing administrative tasks, and serving as the primary liaison with staff, clients, and stakeholders. You will need to exhibit utmost discretion and confidentiality.

It is crucial for you to quickly understand the organisation’s structure, key personnel, and external partners. As a direct report to the CEO, you will deliver high-quality personal assistant support, enabling the CEO to fulfil their duties efficiently.

You are expected to be proactive and flexible, upholding Gray’s professional image at all times. Your responsibilities will include collaborating with team members at all levels to ensure the highest standards of service, supporting both the CEO’s activities and the broader objectives of the team at Gray’s.
- Strong written and verbal communication skills;
- Evidence of experience in minuting meetings;
- Detail-oriented approach to work with a proactive and problem-solving mindset;
- Ability to build effective working relationships with colleagues and external contacts at all levels and to tailor support for different people;
- Evidence of experience in gathering information researching and summarising facts, producing reports;
- Evidence of strong organisational and time management/planning skills and the ability to prioritise work and meet deadlines;
- Adaptability and the ability to multi-task effectively.
- Acting as the primary point of contact for the CEO;
- Overseeing day-to-day administrative tasks;
- Building and maintaining positive working relationships with staff, clients, external partners and stakeholders;
- Managing communication flow and ensuring confidentiality;
- Collaborating with team members to ensure efficient operations and high service standards;
- Working hours: Mon-Fri 9am-5.30pm.

**Essential criteria**
- A minimum of 5 GCSEs (Grade A-C) or equivalent to include Maths and English.
- 2 years’ experience as a PA or in providing similar administrative support to senior management, or in an executive setting.
- Strong experience of advanced level in the use of Microsoft Word, PowerPoint, Outlook and Teams working to the highest standards of writing, grammar, accuracy and presentation.
- Demonstrable experience of handling highly confidential and sensitive information relating to clients, associates, employees, business strategy and general administration.
- Ability to demonstrate discretion and the ability to handle confidential information with professionalism.
- Knowledge of the Data Protection Act 2018 (UK General Data Protection Regulation (GDPR).

**Benefits**
- Wellbeing programme;
- 30 days holidays per year;
- 1 hour lunch breaks;
- Contribution to parking costs;
- Private healthcare (following successful probation period);
- Working with an innovative team who provide services to multiple industries;
- Hybrid working available under a four-day fortnight arrangement;
- Office located at 19 Clarendon Street, Derry-Londonderry, N. Ireland BT48 7EP with a minimumrequirement of 6 days per fortnight on site;
- The opportunity to work within a fast-paced organisation and learn from individuals with highlevels of experience.

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

Pay: £28,000.00 per year

**Benefits**:

- Additional leave
- Private medical insurance

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 10/05/2024
Reference ID: GRA_0235
Expected start date: 10/06/2024

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