Executive Assistant

4 weeks ago

Rochester, Medway, United Kingdom Veetee Group Full time
About Veetee Group

We are a leading ambient foods and rice company, supplying retailers, wholesalers, and food manufacturing businesses. Our operations span two factories and three warehouses in Rochester, Kent, one manufacturing site in India, and a Sales & Distribution team in the USA.

Job Purpose

The role of Executive Assistant is to provide high-level administrative support to the Chairman and Managing Director, ensuring their days run smoothly and efficiently. This involves working closely with internal and external stakeholders to prioritize tasks, manage communication, and maintain confidentiality.

Key Responsibilities
  • Manage the Chairman and MD's schedules, including agendas, mail, email, phone calls, and customer management.
  • Coordinate complex scheduling and calendar management, as well as content and flow of information to stakeholders.
  • Manage travel logistics and activities, including accommodations, transportation, and meals, and associated expense documents.
  • Provide administrative and office support, such as letters, dictation, note taking, spreadsheet creation, memos, invoices, statements, and presentations.
  • Organize team communications and plan events, both internal and off-site.
  • Answer and direct telephone calls, deal with them as appropriate, and greet head office visitors and customers.
  • Respond to queries and requests on the Chairman and Managing Directors' behalf.
  • Liaise with Customers, Teammates, and others internally and externally as required.
Requirements
  • A-C grade GCSE (or equivalent) in English, Maths & Science.
  • A degree in a Business related discipline and/or a certificate in a Personal/Executive Assistant qualification would be desirable.
  • 5-10 years experience working at a senior level in a similar position supporting more than one Executive employee.
  • Excellent knowledge of Microsoft Office package and the ability to use systems to carry out tasks such as expenses, invoice processing, etc.
  • Strong Business and Commercial acumen.
  • Exceptional organisational and diary management skills.
  • High levels of flexibility and adaptability.
  • Flawless communication and presentation skills, both written and verbal, and the ability to build relationships at all levels across the Business and with external contacts.
  • Excellent telephone manner.
  • The ability to multitask and prioritise an ever-changing workload and to work under pressure.
  • Problem-solving and decision-making skills.
  • The ability to work autonomously.
  • Able to determine which emails, reports, telephone calls, etc. need to be escalated.
  • The ability to communicate with and present to senior management and teammates.

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