Executive Assistant

5 days ago


Cardiff, United Kingdom Hays Specialist Recruitment Limited Full time

Executive Assistant & HR Admin, 3 month contract, start ASAP, hybrid working, Mon-Fri, £30k-£35k (pro-rata)
**Your new company**
An award-winning technology based company based in Cardiff.
**Your new role**
Working as Executive Assistant & HR Administrator you will
- To provide the full range of Executive Assistant support to the CEO and Executive leadership team.
- To represent the CEO and Executive team internally supporting company communications, values and engaging our teams during interactions.
- The role will involve liaising with clients, partners and various external bodies at senior levels as well as our internal team.

In addition, the role will be responsible for:

- Supporting internals comms such as Lunch & Learn sessions and company comms sessions and newsletter.
- Provision of support to the People & Talent department.
- Support to the BD & Marketing team as and if needed. Main Responsibilities
Executive Assistant Responsibilities
- Providing a front-line contact and liaison point for the CEO and Executive Team.
- Planning and maintaining the correct schedule of Board and Executive meetings and supporting the administration of the Board. Preparing Board and Executive report packs.
- Preparing and maintaining reports, meeting notes and minutes and ensuring follow up actions are taken forward.
- Organising and maintaining diaries, booking appointments and meetings as needed.
- Booking annual leave using HR system as and when required for the CEO and Executive team.
- Meeting and greeting visitors and ensuring meeting rooms and refreshments are available as required.
- Arranging travel, accommodation and meeting rooms for the CEO, Executive Team and their visitors.
- Processing Executive team expenses and submitting for payment.
- Maintaining an up-to-date filing system (on SharePoint) for all related support material.
- Provision of additional services and support as requested by the CEO and Exec team.
- Supporting projects on behalf of the CEO and Executive team providing administrative support and following up on allocated actions, issuing reminders etc.
- Helping to organise the bi-monthly newsletters and comms sessions, assisting with slide decks and content layout.
- Support the Marketing & Bus Development team with administrative, reporting and systems activities as might be needed from time-time. Supporting with conferences in terms of materials and travel & accommodation.
People & Talent (HR)
- HR & recruitment administration - issuing contracts, requesting references, new starter documentation and system set up.
- Update and maintain the HR system, input starters, leavers, promotions, changes and payroll updates. Carry out system audits and update incorrect/missing data.
- Support the Head of Department with the creation and analysis of pulse/engagement surveys.
- Support with initiatives, projects and other work as requested.
- Support with the organising and tracking of training activities and issuing learning contracts, schedule knowledge sharing activities (eg Lunch & Learn sessions)
**What you'll need to succeed**
You will be a proven PA / EA with experience of working with and supporting C-suite / Director level roles. This is a 3 month fixed term contract initially with a possible extension. Salary for the role is £30,000 - £35,000 per year (prorated over 3 month period)
**What you'll get in return**
**What you need to do now**
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.



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