Executive Assistant to CEO

4 weeks ago

Petersfield, United Kingdom SMI INT Group Ltd Full time

Reporting directly to the CEO but working with all members of the Exec Team, this role is a challenging but rewarding position.

The successful individual must be passionate about growth with excellence, having the energy and motivation to deliver results along with a very driven set of Directors who are constantly pushing the boundaries and challenging the status quo to hit the company’s ambitious growth targets. A proven track record of delivering excellence in working at a director level is an absolute pre-requisite for this role.

The role includes providing support to the CEO through organisation, scheduling, dealing with correspondence, HR admin, recruitment, and meetings. The role involves taking responsibility and ownership of office organisation, internal project management, deadline compliance, and important documents and files.

**KEY DUTIES**

**General**
- Acting as the point of contact between the CEO and internal or external colleagues
- Managing the CEO calendar, organising meetings and booking meeting rooms
- Owner and distributor of notes/actions derived from all Exec and SLT meetings
- Owner and organiser of the weekly Exec and SLT meetings, taking and distributing minutes, distributing agendas and reports prior to the meeting and actions after the meeting. Ensuring actions and deliverables are reported and communicated.
- Coordinate and produce the monthly Exec Board Pack, liaising with Exec Team & SLT. Distribute by working day 7
- Organise and Facilitate the quarterly Strategy Review Meeting with Exec team & SLT
- Acting as a Follow Up Manager throughout the business
- Create the weekly CEO Blog and distribute across the business
- Handling correspondence directed to the CEO
- Making travel arrangements and detailed travel itineraries
- Taking dictation and minutes and writing them up subsequently
- Producing reports and presentations
- Maintaining the current filing and database system, and looking for ways to improve current systems
- Assist with managing contracts and agreements for supplies, equipment, and services
- Carry out background research for specific projects and present findings as needed
- Management and organisation of internal catering
- Assist with all HO facility related tasks and manage all service providers

**HR Admin & Payroll**
- Ensure the HR System is up to date, accurate and complies with legislation
- Manage the staff vacancy list
- Post Job Adds on job sites, provide managers with CV’s and book interviews
- Produce and manage all new starter documentation,
- Work through the new starter checklist to ensure a great onboarding experiance
- Manage the staff leaver process, working through the checklist
- Monitor staff sickness and take action when required
- Follow up on any overdue tasks within the HR system
- Create a monthly HR Board Pack for the CEO and People Director
- Run the quarterly staff survey, compile results and review with the Exec team
- Support Managers and People Director with any ad-hoc HR admin tasks
- Manage our A-Player program
- Prepare and submit the monthly payroll report
- Deal with any payroll related queries

**ESSENTIAL SELECTION CRITERIA**
- Respect and uphold the Company’s values
- Have a positive and energetic attitude
- Must be self motivated
- Must hold a full UK drivers licence
- Good knowledge in using Microsoft products.
- Relationship management skills
- Highly organised with excellent and proven time management skills
- Ability to analyse and proactively problem solve
- Ability to summarise
- Integrity, trust and honesty
- Strong analytical skills
- A proven track record of success and result delivery
- Excellent Interpersonal skills
- Initiative and proactive approach
- Perseverance and adaptability
- Rigorousness and attention to detail
- Confidentiality & professional discretion
- Ability to multitask and prioritise tasks
- Ability to work under pressure and to deadlines
- Possess excellent time management skills
- Well-developed organisational skills
- Attention to detail
- Great verbal and written communication skills

**DESIRED QUALIFICATIONS/EXPERIENCE**
- Relevant educational qualifications
- Previous relevant experience is desirable but not essential

**WHAT CAN WE OFFER IN RETURN?**
- Basic salary of between £35-38Kpa depending on experience
- Hybrid working (1 day working from home per week)
- 33 days of annual leave including bank holidays (increasing to 37 based on length of service)
- Additional 10% KPI bonus upon successful completion of probationary period
- EAP Scheme and Wellbeing events including monthly YOGA sessions
- Full and stocked kitchen including weekly bakery deliveries
- Free Monthly on-site car wash
- **SMI are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.**_

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

**Salary**: £35,000.00-£38,000.00 per year

**Benefits**:

- Additional leave
- Company events
- Discounted

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