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Administrative Coordinator for Senior Leadership

2 months ago

Tunbridge Wells, Kent, United Kingdom Loch Associates Group Full time
About the Role

This is an exciting opportunity to join the Loch Associates Group as a highly skilled and experienced Executive Assistant. The successful candidate will provide exceptional support to the Managing Director, ensuring the smooth operation of the Group's day-to-day activities.

Key Responsibilities
  • Manage the MD's diary, scheduling meetings and daily tasks to be undertaken
  • Provide administrative support, including drafting and sending email responses on behalf of the MD
  • Act as central point of contact among Leadership team, employees, clients, and suppliers
  • Screen phone calls on behalf of the MD
  • Ensure that information is communicated within the group appropriately and in a timely and effective manner
  • Use the CRM system proactively to help the MD manage and develop client relationships
  • Track and coordinate all Business Development activity, ensuring that follow-up tasks are diarized and actioned
  • Book in networking events, complete PO forms, and arrange travel and accommodation as required
  • Manage internal meetings, create agendas, take minutes, and ensure follow-ups are undertaken
  • Liaise with the Marketing team in preparing for events and meetings
  • Arrange travel, catering, and accommodation for the MD as required
  • Typing and/or composing of correspondence and documents
  • Collation of non-client documents for review and/or signing by MD
  • Provide private support to the MD as required
  • Organise a filing system and file maintenance
  • Plan and book team events as required
  • Ad-hoc project work as required
  • Answer telephone calls in a professional and friendly manner
  • Meet and greet visitors to the office
  • Provide clerical, secretarial, and organisational support, including drafting/making amendments to correspondence and documents and copy typing for the Managing Director
  • Take phone calls, provide information to callers, and take and pass on messages in a professional and timely manner
  • Filing/Managing emails and contacts using Pipedrive
  • Assist with calendar management, scheduling client meetings, and making relevant arrangements as requested
  • Take notes at formal meetings
  • Work with the wider support team to provide administrative support to the wider team as required
  • Proactively address problems in the office, working independently or with others to identify solutions
  • Supervise Support team and oversee allocation of daily work
Requirements
  • At least five years' experience in a similar Executive Assistant role at C-Suite level in a Professional Services firm
  • An understanding of employment law preferred but not essential
  • Prior experience of supervising administrative staff preferred
  • Proactive attitude, always looking for improvements or extra steps to improve the client journey
  • Brilliant communication skills and able to build strong working relationships with team and clients
  • Excellent multitasking skills
  • Attention to detail
  • Critical thinker and problem-solving skills
  • Team player
  • Good time-management skills
  • Great interpersonal and communication skills
  • Typing speed of at least 60 wpm
  • Excellent Microsoft Word and Excel skills
  • Educated to degree level (or equivalent)
About Us

The Loch Associates Group is a dynamic and growing company that delivers commercially focused legal advice and solutions, HR support, wellbeing, and training, mediation, and dispute resolution services to a variety of clients. We are constantly developing new products and services to meet our clients' needs and are looking for a highly skilled and experienced Executive Assistant to join our team.