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Executive Assistant

2 weeks ago

Solihull, United Kingdom Spitfire Homes Full time

**Role**

The PA to the Managing Director and administration support to the Finance Director, Analytics Director and Land/Planning team at Spitfire is responsible for the day-to-day smooth running of office operations, including all agenda preparation and minute talking at all senior meetings. The business support element of this role incorporates events coordination and the management of the corporate hospitality and events budget.

**Key Duties & Responsibilities**
PA to MD & FD, AD & Land/Planning Team Admin Support:

- First point of contact for incoming calls to MD with efficient follow-up.
- High-level diary management and coordination of meeting arrangements for internal and external attendees.
- Preparation of meeting agenda’s and supporting documents.
- Collation, preparation, distribution, printing and binding of the following executive reports:

- Monthly Bank Reports (PDF)
- Monthly Directors Meeting Board Pack (PDF)
- Quarterly Shareholders Board Pack (PDF, Print & Bind)
- Minute taking and prompt distribution of such for the following business meetings:

- Monthly Operations Meeting
- Monthly Directors Board Meeting
- Monthly Land & Strategic Land Meetings
- Quarterly Finance Board Meeting
- Quarterly Sustainable Futures Workshop
- Bi-Annual Project Team Review Meetings
- Efficient follow-up on actions assigned in meetings.
- Coordination with front of house for our security/visitor registration process in line with the working-safely policy.
- Meeting room bookings and hospitality ordering.
- Liaise with the office hospitality team on catering requirements for meetings and events.
- Monthly mileage and expense reporting.
- Archive documents management.
- Hospitality approval forms for MD and the director management team.
- Travel and accommodation bookings within the UK.
- Support the management team with the coordination of authorisations, HR forms, IT and facilities requirements for new starters to the business.

**Business Support**:

- Sustainability: Attend the quarterly sustainability working Group meeting to take meetings minutes and follow up on actions to support the business in achieving its sustainability targets.
- Office Support: Work with the office facilities team and the HQ Office Manager to maintain high levels of office presentation and meet health and safety standards.
- Health & Safety: Attend the quarterly IM Group Health & Safety Committee to ensure Spitfire are meeting and maintaining group H&S policy and procedure and to communicate any health and safety needs of the business. You will be the appointed Fire Marshal and First Aider and training will be provided for this.
- Events and Hospitality Coordination: You will be responsible for the management of the Hospitality and Events budget for Spitfire homes and will be required to coordinate events within that budget. This will include:

- All staff business update events at head office.
- Corporate hospitality bookings by liaising with events agents on corporate hospitality opportunities and following up on arrangements.
- Industry events like Award Ceremonies and Industry business dinners.

**Objectives and KPI’s**
Your KPI’s will be set by your line manager and will be based around:

- Business KPI - Meeting profit targets.
- Business KPI - Achieving the target Net Promotor Score & Health and Safety.
- Role related KPI’s to be set by MD.

**Knowledge, Skills & Education**
As PA to MD and Administration Support you will be required to demonstrate your qualifications/experience in the following areas:

- GCSE A-C English, Maths.
- 5 years minimum experience in a similar role.
- Property/House Building experience desirable but not essential.
- Advanced in Microsoft Office Software: Outlook, Word, Excel, PowerPoint and Adobe.
- Experience with minute taking at board level.
- Experience with budget management.
- First Aid Qualification (training provided).
- Fire Marshall (training provided).

**Desired Professional Qualities & Strengths**
- Excellent written and verbal communication skills.
- A proactive, teamwork approach to the role and the ability to multitask.
- Discretion and ability to maintain confidentiality.
- Professional demeanour.
- Organised and an excellent timekeeper.

**Salary**: £28,000.00 per year

**Benefits**:

- Company car
- Company events
- Company pension
- Discounted or free food
- Gym membership
- Life insurance
- On-site parking
- Private medical insurance
- Sick pay

Schedule:

- 8 hour shift

COVID-19 considerations:
All desks have Safety screens and dividers, Visitor Booking system, Covid-19 Tests available onsite, Temperature checks if necessary

Ability to commute/relocate:

- Solihull: reliably commute or plan to relocate before starting work (required)

Reference ID: Executive Assistant - Spitfire Homes