Executive Assistant

2 months ago

Basildon, United Kingdom Contechs Full time

**Order Ref: 56026**

**Position Title: Executive Assistant**

**Duration: 9 Month Rolling Contract**

**Location: Dunton, Essex**

**Division: Marketing & Sales Operations**

**Position Description**:

- Executive Assistant for the Chair and Managing Director
- This role is pivotal in supporting the Chair and Managing Director in completing the day to day requirements of their role and enabling them to be as effective as possible.
- It will be a key part of the Clients’ organisation.

**Skills Required**:

- Good written and verbal communications
- A track record of collaborating within a team
- The ability to plan ahead and prioritise.
- Flexibility in the face of changing priorities.

**Skills Preferred**:

- Broader Client Directors
- Administrative Support
- Travel Co-ordination for international travel
- Receiving Bay Collections
- Delegation of Authority Director Programming and Distribution Support
- Travel coordination for international travel
- Coordination of large Meeting Invites
- Bulk Mail subscription lists for Assumption and Allocation team distribution
- SharePoint administrator for C02 SharePoint

**Experience Required**:

- Proactive diary management
- Resolve conflicts, arrange meetings, ensure pre-briefing as appropriate (meetings and documents in place).
- E-mail monitoring
- Handle Proxi In-Box
- Identify and acknowledge customer communications and re-direct or investigate and respond as appropriate.
- Identify and respond to ad hoc requests.
- Identify and handle external requests appropriately.
- Mailbox Vacation oversight
- Travel co-ordination for domestic and international travel
- Coordination of Meetings (Internal / External)
- Invites, Rooms, MEAR, Catering etc
- Managing Correspondence drafting response, directing as appropriate, file copies.
- Managing / Coordinating Signatures and Delegation of Authority
- Ad Hoc assistance with Expenses
- Manage Records Retention
- BCP Call Tree Maintenance
- Redirecting company enquiries
- Input to European Contact Documents
- Receiving Bay Collections
- Ad Hoc tasks as required

**Additional Information**:

- General Administration Support: Proactively support Dealer Working Groups and General Meetings including FDC
- MEAR preparation and approval, Meeting Invites, Catering Requestion, Meeting Room Coordination and Logistics.
- Agenda and Pre-Read Distribution. Liaison with Secretary.
- Coordination of meeting Decks e.g. FDC, PVWG, CVWG etc.
- Combining input into one deck for meeting and chasing input and handover to meeting owner.
- Manage Client ROPA coordination with appropriate teams and including 6 months review.
- Coordination of Client HQ / V-Building MPR and breakout rooms as required
- Coordination of mail for the building and distribution to teams / individuals
- Support with general admin support including DocuSign and TER expense training for new starters
- Temporary badge administration for access to the Clients’ HQ for employees, visitors, and contractors
- First point of contact for annual subscriptions and memberships for SMMT, CBI and BITC
- Arranging Lyreco stationery orders and maintenance of stationery cupboard and paper/toner for printers in the Clients’ Office
- Location: Hybrid - typically 3 days on site & 2 days working remotely

**Job Types**: Full-time, Fixed term contract
Contract length: 9 months

**Salary**: £23.00 per hour

Expected hours: 37.5 per week

**Benefits**:

- Company pension
- Flexitime
- On-site parking

Schedule:

- Day shift
- Monday to Friday
- No weekends

Work Location: In person

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