Executive Assistant

6 months ago


Bicester, United Kingdom Fleet Claims Administration Ltd Full time

**Executive Assistant**

**Hours of Work**: Full or Part time hours will be considered.

**Place of work**: Avonbury Business Park Bicester (OX26 2UA)

**Holiday Entitlement based on Full time hours**: 24 days (increasing by one day after two years’ service to a maximum of 28) + Bank Holidays.

**Salary**: Competitive

**Position Summary**

**Office Manager/ EA Responsibilities**
- Client and internal newsletters
- Keeping abreast of industry news and changes
- Support schedule and calendar planning for the Managing Director and 2 x Director’s
- Phone cover for Managing Director and Director’s as and when required
- Assist with the preparation of presentations, documents and Agenda’s
- Tracking meeting minutes and actions and monthly report circulation
- Reviewing tender documents and contracts
- Gather all departments dashboard prior to MRM meeting
- Facility management including managing office equipment, coordinating repairs and maintaining office supplies.
- Office supplier contract overseeing ensuring renewals are dealt with in a timely manner.
- Ad hoc projects and support to wider teams when needed
- Work with Finance with regards to processing expenses and invoices, including accommodation bookings and travel
- Working with the Finance team to ensure budgets for social events are adhered to.
- Organise small-scale team events, (breakfasts and lunch clubs) and larger-scale department/company-wide events as required
- Make timely decisions using independent judgment on a regular basis
- Meeting and organising corporate lunch suppliers, taking meeting minutes and ensuring these are correctly distributed.

**Social Media Responsibilities**
- Post and manage social media platforms (Facebook, Instagram, LinkedIn)
- Tracking social engagement using polls/competitions
- Marketing material to send to new and current clients
- Ensuring all social media posts are in line with compliance and GDPR.

**Essential/ Desirable skills**
- Excellent organisational skills and attention to detail are essential.
- Excellent communication skills both written and spoken, ability to engage and influence across the organisation.
- Discrete when dealing with confidential and sensitive matters and execute sound judgement, tact and diplomacy
- Judgement and decision-making skills essential
- Resilient with problem solving skills and an ability to take the initiative to respond to changing situations
- Proactive self-starter with a solutions-focused, positive can-do attitude
- Excellent level of Customer Service skills for both internal and external customers
- Excellent IT skills essential including Microsoft Office programmes - Outlook, Word, PowerPoint, Excel and web-based research
- Excellent organizational, planning and prioritisation skills
- Minimum of 3 years experience in a same or similar role

**Education and Qualifications**
- Educated to GCSE & A-level standard or equivalent

**Additional Information**

Benefits, opportunity to join:

- Company pension scheme
- Travel Insurance
- Private Medical Insurance
- Group Life Assurance
- Critical Illness Insurance
- Car Discount Schemes
- Further Training opportunities

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

Schedule:

- Monday to Friday

Work Location: In person


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