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Executive Assistant to CEO

2 months ago

West Malling, Kent, United Kingdom Workingmums Full time

Position: Executive Assistant to CEO

Workingmums is collaborating with a well-established organization to recruit an Executive Assistant to the CEO on a part-time basis.

The primary objective of this role is to deliver high-level administrative and secretarial assistance to senior executives and board members while managing a variety of documents, including archival materials.

Reporting Structure: Reports directly to the Chief Executive Officer

Work Schedule: 30 hours per week

Standard working hours are Monday to Friday from 0900 to 1530, with a 30-minute unpaid lunch break. (These hours may be adjusted based on operational needs).

Key Responsibilities:

  1. Provide support to senior executives and board members in fulfilling their duties.
  2. Manage all incoming communications to the main office via various channels.
  3. Organize and coordinate meetings with internal staff, board members, and external stakeholders, as well as plan receptions and events as needed.
  4. Attend and document management and board meetings, ensuring proper distribution of minutes.
  5. Maintain all necessary licenses and ensure compliance with regulations, working alongside senior staff.
  6. Oversee office organization, supply management, and filing systems.
  7. Manage the organization's website, email accounts, and associated domains.
  8. Supervise the reception team and enhance the reception operations at the main site.
  9. Ensure reception coverage and manage staffing needs due to absences.
  10. Maintain accurate HR records and coordinate staff training while adhering to data protection regulations.
  11. Additional tasks may be assigned as required.
  12. Collaborate with HR contractors for recruitment processes and ensure compliance with hiring protocols.
  13. Safeguard and manage all historical records and documents.

Required Qualifications:

Essential Skills:

  1. Strong decision-making abilities and effective planning skills.
  2. Capability to meet deadlines and manage time independently.
  3. Proficient in meeting management, including diary organization and minute-taking.
  4. Excellent problem-solving skills.
  5. Team-oriented with a collaborative spirit.
  6. Advanced IT skills, particularly in the Office 365 suite.
  7. Exceptional communication and interpersonal abilities.
  8. Commitment to delivering outstanding customer service.
  9. Strong literacy and numeracy skills with meticulous attention to detail.

Preferred Qualifications:

  1. Experience in line management.
  2. Skills in marketing and event planning.
  3. Background in administrative support for events.

Experience Requirements:

Essential:

  1. At least 2 years of relevant experience.
  2. GCSE qualifications in English and Maths (or equivalent).
  3. Proficient in IT.

Preferred:

NVQ Level 2 and/or 3 in Business and Administration.

Personal Attributes:

Essential:

  1. Strong communication skills.
  2. Flexibility in duties and willingness to work additional hours when necessary.
  3. Self-motivated with a positive attitude.
  4. Dependable and trustworthy.
  5. Respectful of confidentiality and sensitive information.