Executive Support Specialist

2 weeks ago


Northampton, Northamptonshire, United Kingdom Mitie Full time
Job Overview

We are seeking an experienced Executive Support Specialist to join our dynamic team at Mitie. As a key member of our operational team, you will play a pivotal role in providing exceptional administrative support to our management team.

Key Responsibilities
  • Serve as the first point of contact for all correspondence and phone calls, ensuring a professional and efficient response.
  • Prepare and distribute ad-hoc and template communications to both customers and staff, maintaining clarity and consistency.
  • Collaborate closely with staff, suppliers, and clients to maintain strong working relationships.
  • Organize and maintain databases and filing systems, ensuring accessibility and efficiency.
  • Implement and refine administrative procedures to enhance operational efficiency.
  • Prepare reports, presentations, and correspondence with a high level of accuracy and professionalism.
  • Manage travel, transport, and accommodation arrangements, ensuring smooth logistics.
  • Accurately manage and process directors' expenses.
  • Oversee the PA inbox, ensuring timely distribution of internal communications.
  • Diary and meeting management, scheduling appointments with precision.
Requirements
  • IT Proficiency: Strong knowledge and ability to use IT systems effectively.
  • Communication Skills: Excellent written and oral communication skills; IT literate and competent.
  • Influencing & Liaising: Ability to influence and liaise with others effectively, maintaining strong working relationships.
  • Professionalism: Maintain a disciplined and professional attitude at all times.
  • Process Improvement: Capable of working within established procedures and contributing positively to improvements.
  • Creative Thinking: Ability to listen actively and demonstrate creative thinking skills.
  • Health & Safety Awareness: Understanding of the Health and Safety at Work Act.
  • Discretion & Trustworthiness: Ability to handle confidential information with tact and diplomacy; strong communication skills are essential.
  • Multitasking Ability: Capable of handling multiple tasks, working well under pressure, and using your own initiative.
  • Team Player: Work effectively as part of a team.
  • Communication Style: Strong written and verbal communication skills with the ability to adapt your style to different business units.
  • Autonomy: Ability to work independently and make decisions confidently.
  • Flexibility: Adaptable approach to managing a varied workload.


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