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Administrative Executive Support
3 months ago
Job Title: Executive Assistant
Department: Senior Management Team
Location: Almondbank, Perth
Line Manager: Business Director
Role Overview:
The Executive Assistant (EA) plays a crucial role within the EA Team, providing comprehensive support for various business operations. The scope of responsibilities for an Executive Assistant is extensive, adapting to the fast-paced and dynamic needs of the leadership team, which often results in shifting priorities and tasks on a daily basis.
As the primary point of contact for the Executive Office, the Executive Assistant must embody professionalism, flexibility, and a welcoming demeanor for all visitors to the office.
The key responsibilities include:
Primary Duties:
Manage and organize the calendars, including scheduling appointments, meetings, and travel arrangements. Handle incoming correspondence and respond on behalf of designated SMT members as necessary. Arrange meetings and create agendas, briefing documents, reports, and presentations. Ensure SMT members are adequately prepared for meetings by coordinating with clients, suppliers, and other personnel. Welcome and register visitors and clients at the reception area. Organize VIP visits and host significant guests. Process expense claims through the Concur system and assist with credit card reconciliations. Manage and filter phone and email inquiries efficiently, supporting the effective operation of the team/office.Event Coordination: Manage the planning and execution of specific staff events, including those related to charitable initiatives.
Travel Coordination: Oversee all travel arrangements for staff, including flights, accommodations, and transportation.
Additional Responsibilities:
Communicate with the Procurement team and Accounts Payable regarding supplier invoices, purchase orders, and payments. Facilitate communication between management and employees, including managing email correspondence and site notices. Collaborate with the SMT to enhance effective communication within the organization. Schedule team meetings, prepare agendas, and take minutes as required. Arrange meeting spaces for both internal and external meetings as requested. Perform various office functions to assist and coordinate with internal and external stakeholders. Oversee specific administrative projects and events. Maintain recognition data and financial reporting for UK Recognition Schemes. Develop and maintain office systems, including data management and filing. Ensure compliance with Quality Management Systems (QMS), Safety Management Systems (SMS), and Environmental Management Systems (EMS). Keep the reception area and office environment organized and inviting. Manage kitchen and stationery supplies for the SMT area. Coordinate with Facilities for any office repairs or issues. Undertake any additional administrative tasks as required by the organization.Required Competencies:
Core Competencies:
Demonstrates professionalism and maintains confidentiality. Works effectively as a team player and shows initiative. Flexibility to adapt to the evolving needs of the role. Balances competing priorities to meet deadlines while understanding the needs of others. Self-motivated and proactive.Functional Competencies:
Strong oral and written communication skills. Excellent organizational abilities and capacity to multitask effectively. Capable of planning work, prioritizing tasks, and meeting deadlines.Organizational Relationships:
Reports directly to the Business Director. Supports the Senior Management Team. Engages with staff across various departments. Interacts with both internal and external stakeholders.Qualifications and Experience:
Proficient in Microsoft Office Suite, including Excel, Word, and PowerPoint. NVQ in administration/business or equivalent qualification. Previous experience in Office Administration, Customer Service, or a related field is essential. Experience supporting Director/Senior Management Team is desirable. Familiarity with administrative roles in the Aerospace Industry or similar sectors is a plus.Benefits:
Generous annual leave and public holiday entitlements. Flexible working hours. Employer-matched pension scheme. Access to wellbeing services and programs. Opportunities for bonuses. Comprehensive paid sick leave. Life assurance coverage. Cycle to work scheme. Onsite gym facilities available for a nominal fee.