Executive Assistant

2 months ago

Bristol, United Kingdom H2R Selection Limited Full time

**Job Title: Executive Assistant**

**Salary: £25,000 - 35,000 p.a.**

**Location: Central Bristol Hybrid Role**

**Role, responsibilities & duties - client facing**:

- Extensive and complex diary management. Scheduling meetings, internal and external with management and coordination of multiple stakeholders, often across various time zones.
- Manage varying numbers of projects, with differing levels of complexity, whilst understanding the specific requirements of each client.
- Maintaining strict confidentiality given the nature of our work, the individuals we deal with, and the high-level of information we are exposed to.
- Gatekeeper/protector of the Senior Partner/Partners from external demands, ensuring they are able to focus on the highest priority issues. Consideration of the wellbeing of Senior Partners, Partners, and practice members to ensure they are at their optimum.
- Building and maintaining key client and EA relationships to enable more effective operations.
- Effective time management with the ability to work under pressure and to deadlines and understanding what needs to be prioritised. Respond to the pace and momentum of individuals and the practice.
- Producing and formatting various client facing documents (Shortlists, Target Lists, Job Specs, PowerPoint Pitches etc). Quality control (spelling, grammar etc)to ensure work is to a consistent high standard.
- Creating search timelines for each assignment, booking in Target List and Shortlist meetings with the client ahead of time.
- Supporting client briefings and summarising notes from client briefings and involvement in each briefing session/kick-off.

**Responsibilities internal**:

- CRM system management to become an 'Invenias Super User’ (after the appropriate training).
- Work as a team with the other EAs, supporting each other to ensure all work is completed, inclusive of covering each other’s phones and diaries.
- Providing holiday and sickness cover for other EAs in the team as and when required.
- Support Practices with data quality and data compliance, ensuring team data is at, and maintains, the required standard.
- Bulk importing on behalf of the practice from LinkedIn.
- Closing down assignments.
- Scheduling Practice and companywide meetings. Taking and distributing internal meeting minutes - if required.
- Inbox management.
- Answering the phones - acting as the first point of contact for the business. Passing the call through to the appropriate person/taking messages.
- Organising company wide and team social events.
- Booking desks/meetings rooms for Senior Partners/Partners.
- Submitting expenses on behalf of Senior Partners/Partners.
- Logging holiday requests and adding to the Practice diaries.
- Organising and sending Birthday cards/wedding/new baby presents to members of your practice on behalf of GR.
- Occasional personal tasks for Senior Partners/Partners

**Person specification/key skills**
- Problem-solving and decision-making skills. Bravery and confidence to make decisions on behalf of the Senior Partner/Partner/Practice and to also challenge them when needed.
- Exceptional attention to detail required to ensure all documentation and communication is correct.
- Thrive in a demanding atmosphere and be able to work under pressure.
- Possess a robust yet calm personality, be resilient, reliable, have common sense, enthusiasm, and confidence with the ability to drive tasks forward.
- The ability to multitask and prioritise an everchanging workload, prioritise and manage expectations.
- Proactive with a positive outlook and a flexible can-do attitude, with a high attention to detail.
- In-depth understanding of MS Office Suite.

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