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Executive Assistant

2 months 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 role, you will be instrumental in facilitating effective communication, organization, and coordination of various 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 position also encompasses the management of the broader office environment, including the planning and marketing of upcoming business events.

We are seeking an individual with prior experience as a personal assistant, exceptional time management and organizational abilities, and the resilience to multitask effectively while embracing 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 initiatives and marketing strategies.
  • Act as the primary point of contact for the Managing Director and Chairman, managing communications and providing a welcoming environment for visitors.
  • Maintain meticulously organized schedules for the Managing Director and Chairman, overseeing appointments and reminders to keep both parties informed.
  • Handle personal and business correspondence promptly, ensuring swift and appropriate responses.
  • Ensure timely answering of phone calls in accordance with the Telephone Training policy for both external and internal communications.
  • 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 precision and clarity, and circulate polished minutes promptly 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.
  • Assist with personal tasks for the Managing Director and Chairman, including appointments, prescriptions, expenses, and insurance matters.
  • Maintain accurate personal information on the management team to assist with documentation and travel arrangements.
  • Arrange meals and refreshments for the Managing Director/Chairman and for meetings as required.

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:

  • 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 independently and collaboratively within a team.
  • Proven ability to take initiative and anticipate the needs of the individual 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.