Executive Assistant

3 weeks ago

Pitlochry, Perth and Kinross, United Kingdom Brook Street Full time

Executive Assistant / Event Marketing Coordinator

Location: Perthshire

Salary: Up to £35,000

In this crucial position, you will be instrumental in facilitating effective communication, organization, and coordination of a variety of administrative tasks. Your main objective will be to provide extensive support to the leadership team while upholding a high standard of professionalism and confidentiality.

This role also encompasses the management of the broader office environment, including the planning and marketing of upcoming corporate events.

We are seeking an individual with prior experience as a personal assistant, who possesses outstanding time management and organizational abilities, along with the adaptability and resilience to handle multiple tasks efficiently and embrace new challenges.

Key Responsibilities:

  • Lead the organization of upcoming events, including gala functions, charity fundraisers, and staff celebrations.
  • Collaborate with various departments on new product development and marketing initiatives.
  • Act as the primary point of contact for the Managing Director and Chairman, managing communications and providing a welcoming atmosphere for visitors.
  • Maintain meticulously organized schedules for the Managing Director and Chairman, overseeing appointments and reminders while keeping both informed.
  • Promptly handle personal and business correspondence, ensuring swift and appropriate responses.
  • Ensure timely answering of telephones in accordance with company policies for both external and internal calls.
  • Efficiently draft and manage all correspondence on behalf of the Managing Director, ensuring accuracy, professionalism, and adherence to corporate communication standards.
  • Document proceedings during Senior Management Team Meetings, ensuring accuracy and thoroughness, and circulate polished minutes for internal reference.
  • Coordinate travel arrangements for Directors and the Senior Management Team, prioritizing cost-effective options.
  • Prepare monthly attendance reports for the Managing Director to authorize payroll.
  • Reconcile personal and trust bank statements, manage expenses, and ensure timely payment of invoices.
  • Oversee various property-related tasks.
  • Coordinate personal tasks for the Managing Director and Chairman, including appointments and insurance matters.
  • Maintain accurate personal information on the management team to assist with documentation or travel arrangements.
  • Arrange meals and refreshments for the Managing Director/Chairman and for meetings as necessary.

Requirements:

  • A full clean driving license and willingness to travel.
  • Ability to pass a background check.
  • Demonstrated experience as a personal assistant or in a similar administrative capacity.
  • Familiarity with office management systems and procedures.
  • Proficiency in office software (e.g., Microsoft Office, Google Workspace).
  • Ability to handle sensitive information with discretion and maintain confidentiality.
  • Previous experience in social media marketing and event planning is advantageous.

Desired Attributes:

  • Maintains a positive and proactive attitude, even in challenging situations.
  • Exceptional organizational and methodical skills with a strong emphasis on time management.
  • High degree of numeracy and literacy, demonstrating acute attention to detail.
  • Strategic thinker capable of working both independently and collaboratively within a team.
  • Proven ability to take initiative and anticipate the needs of the person or team being supported.
  • Willingness and ability to learn new technologies and tools as required.

If you wish to discuss this role in further detail, please contact Brook Street.

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