Executive Assistant

**JOB DESCRIPTION**
**Executive Assistant**

**Role Overview**

As an Executive Assistant you will provide high-quality administrative support to the leadership team with organisation, scheduling, correspondence, and meetings. You will take responsibility and ownership of office organisation, project management, deadline compliance, and important documents and files. This role is based in Blackpool, reporting to the
Finance Director and providing frontline support to all the Directors.

You will build, maintain, and ensure widespread use of efficient systems of working within a fast paced and often challenging environment. Within this role is regular exposure to the whole Executive Team and key stakeholders across PF
Concept UK.

**Person Specification**
- You are practical, logical and solution-oriented
- You are highly organised and a strong administrator
- You are able to communicate at all levels within the organisation and you develop strong working relationships
- You demonstrate high levels of attention to detail
- Ability to prioritise workload and meet deadlines
- Ability to work under pressure and to detect issues early
- You work proactively to maintain a positive work culture
- You are a collaborative team player and an effective communicator

**Role Responsibilities**
- Providing invaluable support to the Directors, arranging their travel bookings and itineraries, and supporting control of expenditure.
- Oversee the smooth running of the office, which includes but is not limited to being a point of contact for all key stakeholders, sorting and actioning incoming office mail, and handling ad hoc queries from all areas of the business.
- Managing diaries, arranging appointments, and booking lunches.
- Plan and organise events, coordinate and facilitate team dinners and meetings etc.
- Conduct research, collect and analyse data to prepare reports and documents.
- Prepare and edit correspondence, communications, presentations, agendas, and other documents.
- Record, transcribe and distribute minutes of meetings.
- Monitor, screen, respond to and distribute incoming communications.
- Receive and interact with incoming visitors.
- Manage projects and follow-up with team members where required.
- Prepare and deliver monthly reports.
- Review operating practices and implement improvements where necessary.

**Competency Required**

**Impact and Communication** Confident and self-aware with the ability to communicate professionally.
Demonstrates professional credibility by communicating clearly verbally and in writing.
Performs with energy, commitment and determination to deliver results.
Communicates performance to team.
Supports team by sharing information and demonstrating best practice.

Job Description Executive Assistant 6-December-22

**Influence and Persuasiveness** Able to positively influence and negotiate effectively.

Ability to have a positive influence on others, to challenge and persuade them to change their views, intentions or actions, or to adopt a particular course of action.
Recognises the key stakeholders in negotiations and influences successfully to get the desired result.

**Resilience and Stress **Maintain personal performance and confidence in difficult, stressful, ambiguous and
**Management** challenging circumstances.

Recognise and act on signals of stress and responds appropriately when working under conditions of continuous pressure.
Deals with situations in infancy to avoid future complications.

**Building Relationships and **Able to build and sustain long-term professional relationships both internally and
**Working with others** externally.

Build and sustain professional and profitable internal and external relationships.
Support your team and your manager.
Open to feedback.

**Problem Solving and Analysis** Able to identify and develop solutions to meet customer needs.
Identifying all relevant information with regards to a situation and clarifying the cause and effect.
Develop solutions and make decisions based on a judgement of the best solution.

**Business Focus** Identify viable opportunities which are/will be of benefit to the business and its infrastructure and works proactively to ensure new and existing projects are concluded.

**Planning and Organising** Produce high quality written work ensuring all recording of activity and administration is accurate, and effective organisation to ensure priorities, goals and deadlines are met.

**Knowledge and Experience**:
Demonstrable knowledge, experience, and preferably certification on:

- Bachelor's degree required or equivalent work experience
- Excellent MS Office knowledge essential
- Work experience as an Executive Assistant preferred
- The purpose of this role profile is to focus attention on the most important aspects of this role. It is not intended to be a complete list of every duty and it is, therefore, to be expected that the day-to-day performance of the job will frequently include tasks not listed above.