Executive Assistant

5 days ago

Manchester, United Kingdom Pilot Group Full time

**Executive Assistant - Manchester**
**Full time central Manchester based (Offsite travel involved)**
**Immediate start available**

**Do you**:
Have the ability to work under pressure and to tight deadlines?

Have the willingness to stretch beyond your comfort zone, to learn new skills and take on new responsibilities?

Have a high level of proactivity, able to use own initiative with a resourceful approach?
The Pilot Group will provide you with the opportunity to be part of a growing business where you will make a tangible difference. This role comes with responsibility and autonomy, and we will support you every step of the way. From working within a close-knit development team, to collaborating with multi-disciplined shared services, you will find our company culture dynamic, inclusive, fast paced and fun. You will gain knowledge of vertical markets within the sustainable energy sector, you will develop your skills as an EA and within Project Management. We will provide you the opportunity to grow, learn, and develop your professional career, with a company who listens and cares for its employees, as we believe that a company’s greatest asset is its people.
**Who are The Pilot Group?**

We use our expert knowledge and skills across all our divisions to develop intelligent tech solutions that optimise performance. We work with businesses to help them adapt and keep pace with a rapidly changing world, which is why we create specialist teams with the relevant strengths and vision to help grow businesses. We’ve been problem solving for our customers for more than 25 years, accumulating valuable knowledge and industry insights that allow us to continually create new and innovative solutions.
**Purpose of the Role**:
To play a central part of providing an efficient and accurate administration and project support to the Directors and Executive team within The Pilot Group companies.

Working closely with the Pilot Group’s Group Managing Director, you will make sure diaries, projects and commitments for the Group MD runs as smoothly and efficiently as possible, therefore enabling him to focus on his responsibilities in the knowledge that all the support, logistics and arrangements have been taken care of in line with Company policy and practices.

**Principal Accountabilities**:

- Provide Outlook and diary management for the Pilot Group MD
- Coordinate and implement meeting schedules
- Assist with the set-up of office meetings including booking meeting rooms, video/call conferencing, catering, AV and confirming details with attendees in a timely manner
- Assist with Group MDs relationship management: database entry for contacts. drafting, sending and tracking invitations and communication
- Provide an effective professional response to all visitors and enquiries by phone and face-to-face
Monthly expense reconciliation
- Provide support in gaining business approvals, purchase orders and expenses
- Maintain digital filing and the central filling systems, archiving, shredding
- Coordinate the activities such as diarise calls, minute meetings and manage the central database.
- Arrange, coordinate the agenda and minute the monthly meetings of board, exec and other meetings.
- Arrange and coordinate the agenda and preparation meetings and create Board packs ensuring all papers are submitted in a timely manner.
- Create presentations, reports, documents, printing and distribution if needed,
- Provide support to the stakeholders
- Maintain strong working relationships with other business functions
- Work as part of a team across the Group to help ensure delivery of Group company goals.
**Knowledge, Skills and Experience**:

- Extensive experience of supporting Senior Executive level in a high performance, fast paced organisation
- Able to use a variety of IT packages (e.g. Office 365, etc) at advanced standard
- Experience of working within an administrative role with robust administrative skills and the ability to draft documents without guidance
- Experience in organising complex and ever changing schedules
- Proactive, works on own initiative, and is effective when under pressure
- High level of proactivity, able to use own initiative with a resourceful approach
- Highest level of integrity with the ability to maintain confidentiality and discretion
- Ability to project manage - ensuring clear requirements, monitoring and control to deliver the objectives in a timely fashion
**Personal Attributes**:

- Workload management of self and Group MD
- Excellent planning and prioritisation skills
- The ability to work under pressure and deadlines
- Professional and friendly demeanour
- Self-motivated but able to work as a team
- Sustaining a level of professionalism among staff
- Background of strong secretarial / PA or EA support to a high level team within a fast moving business environment.
- High level accuracy and excellent literary and numeracy skills
- Experience with diary management ideally for more than one

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