Executive Assistant to Directors

2 weeks ago

Dumfries, United Kingdom A.P. Claxton Ltd Full time

_Executive Assistant to Company Directors_

A.P. Claxton Limited is a well-established and fast-growing independent bottler of single malt Scotch whiskies and other spiritous beverages, based at our bonded warehouse and production facility, just North of Dumfries in the Lowlands.

We manage a large portfolio of cask stock and the manufacturing of bottled spirits for a wide variety of customers and brands, alongside our own quality focused product portfolio, which are supplied globally through an established and growing distribution network.

We require a dedicated executive assistant to provide a very broad range of business, administration and personal support to the company's two directors, allowing them to perform their role efficiently.
- Have strong experience in business administration
- Be confident use of Microsoft Office suite including Outlook, Excel and Word
- Possess outstanding organisational and time management skills
- Be able to pass a Basic Disclosure Check (DBS)
- Have a very flexible and adaptable mindset towards a highly varied role where no two days are the same
- Possess proven ability to communicate with a wide range of people, including high profile clients, while maintaining confidentiality and professionalism
- Be completely trustworthy with a positive and friendly personality
- Operate at all times with discretion and confidentiality

**The range of responsibilities will include**:

- Diary management, meeting preparation and travel arrangement and booking.
- Prepare meeting agendas, perform research for meetings, and take minutes during meetings.
- Book travel arrangements, including flights, transportation, and lodgings for senior management and other staff members.
- Perform reception duties such as answering phones and greeting guests where necessary.
- Create and communicate meeting agendas.
- Liaise with clients and business guests.
- Representing the executive on meetings they aren’t available to attend.
- Undertake research and ad hoc projects as and when needed by Directors.
- Solve simple IT problems and liaise with IT support when necessary.
- Liaise with other staff members on behalf of Directors.
- Prepare and deliver monthly reports to Directors.
- Plan, organise and manage events as needed, including corporate entertainment etc.
- Act with tact and discretion to support confidentiality when dealing with Directors’ personal matters.

**Additional Key Information**
- The salary for the post will commence between £25,000 - £40,000 per annum depending on level of experience.
- You will be entitled to access a company pension scheme after the probationary period is complete.
- Other financial incentives or bonuses may be offered from time to time depending on individual and team performance, at the director’s discretion.
- The typical hours of work are 40h per week as follows: 8.30 a.m. to 5.30 p.m. Monday to Friday with an hour for lunch break each day, but your hours will generally be required to shadow those of the directors on a week by week basis.
- You will be entitled to 28 paid days holiday per annum, inclusive of Public Bank Holidays, pro-rated to the Company’s financial year ending on 31 January, plus a potential 12 days bonus holiday per year based on company performance.
- There will be times when you will be required to work a different pattern or outside these normal work hours, as the needs of the role and the business dictates. Equally we extend leniency on personal commitments, which might overlap with standard working hours.
- The contract has a 6-month probationary period before a permanent position is confirmed.
- Full training will be provided, and support will be offered at all times.
- You must provide regular feedback and progress reports to the management on all aspects of the role.
- A company computer, phone and all equipment necessary to fulfil the role will be provided, along with all mileage and suitable work-related expenses covered. Use of company executive vehicles will available where necessary.

If you are interested in the role or have any queries regarding the above position, please include a covering letter and CV explaining why the position is appropriate and of interest.

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

**Salary**: £25,000.00-£40,000.00 per year

**Benefits**:

- Additional leave
- Company events
- Company pension
- On-site parking
- Private medical insurance
- Sick pay

Schedule:

- Monday to Friday

Supplemental pay types:

- Performance bonus

Work Location: In person

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