Executive Assistant

**About us**:
Here at Southgate we are committed to evolving the industrial packaging and order fulfilment sectors through innovation, productivity and trusted products. We value our dedicated and expert talent here at Southgate and recognise their importance in ensuring our mission becomes a reality.

**Our people**:
The Company uses its best endeavours to ensure that no job applicant or employee is discriminated against, directly or indirectly, on any unlawful grounds.

We recognise and encourage diversity and inclusion here at Southgate. We support every individual’s potential and job applicants will be considered solely on their ability to do the job.

We want to ensure that everyone we meet can perform to their best when interviewing, so feel free to let us know, at any stage, whether you require any **reasonable adjustments **during the recruitment process, and we will do our best to accommodate.

**Core competencies**:

- Intellectually robust and with sound judgement and strong inter
- personal skills.
- Capable of dealing effectively with all levels of personnel.
- Good interpersonal skills & evidence of strong organisational skills.
- A steely determination to drive success.
- Personal maturity and ability to work well with people
- A commitment to business success.
- Energetic, self-motivated, enthusiastic, and resilient.
- High integrity and self-discipline.
- Effective contribution to the overall business strategy.

**Skills/Attributes Required**:

- Ability to multitask and prioritise tasks
- Excellent time management skills
- Well-developed organisational skills
- Attention to detail
- Great verbal and written communication skills
- Professional discretion
- Excellent interpersonal skills
- Project management skills: able to adapt & manage change.
- A commitment to learning and self-development.
- Ability to work at pace, yet also calm, focused and results driven.
- Experience with working to tight deadlines
- Problem solver
- Ability to work on own initiative
- Administration skills.

**Knowledge**:

- Advanced Excel skills (formula, modelling, and spreadsheet creation)
- Knowledge or and ease of adaptability to software e.g. Salesforce, SAP.

**Behaviours**:

- Maturity
- Patience
- Diligent
- Open
- Collaborative
- Partnership focussed
- Supportive
- Professional
- Personable
- Quality/Continuous Improvement.

**Education/Experience Required**:
Essential:

- Experience of working at a similar C-suite level previously
- Educated to GCSE grade C or above in English and Maths
- Microsoft skills: Excel, Word, Teams etc

Desirable:

- Experience with using SAP
- Experience with using Salesforce
- Experience of working in a private equity backed business

**Primary Responsibilities**:
**Diary Management**

Effectively manage the CEO’s diary by:

- Prioritise meetings and appointments to fit with the organisations priorities
- Ensure regular activities are diarised e.g. annual leave, board meetings
- Arrange required meetings, coordinating attendees, room bookings and refreshments
- Making travel and accommodation bookings
- Preparing and circulating agendas and papers in advance of meetings
- Prepare and manage the monthly board pack, including circulation in advance of the meeting
- Taking and distributing minutes of meetings
- Meeting regularly with the CEO to forward plan, provide feedback and deal with queries that may arise.

**Managing information**

Effectively manage all information required by the CEO:

- Ensure all information is prepared in advance of meeting, including reports and data where required
- Ensure all information is brought forward to support meeting or activity
- Manage and monitor the CEO’s inbox
- Taking dictation and minutes and writing them up subsequently
- Coordinate and generate reports and presentations where required
- Maintain files, ensuring they are up to date and logically filed
- Maintaining annual leave records the for the Board
- Communicate effectively on behalf of the CEO with all internal and external contacts.

**Customer Service**

To provide a high level of customer services to internal and external contacts by:

- Establishing and monitoring quality standards for internal and external calls

**Assistant to the CEO**

Effectively support the CEO by:

- Preparing rooms for meetings
- Acting as first point of contact
- Welcoming visitors and callers
- Dealing with all correspondence and calls
- Providing administrative support for financial and procurement requirements e.g. expense, ordering stationary etc.

**Supporting the board of directors and other Senior Executives (CFO, CCO, COO)**

Provide support to the board directors and executives by:

- Organising meetings
- Providing administrative support, e.g. issuing comms, support with event and travel arrangements, room bookings
- Support with formatting documents and helping with adhoc report requests
- Organising events, e.g. Senior Management Town Halls.