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Executive Assistant

2 months ago

UK, UK, United Kingdom J T Dove Ltd Full time

Job Title: Executive Assistant

Location: Head Office, Newburn

Reporting Line: Managing Director


J T Dove Limited are the leading independent builders merchants covering North East England, The Scottish Borders, Cumbria and Teesside. Operating from our network of 21 branches we offer a comprehensive stock range of timber and building supplies, heating and plumbing materials, as well as kitchens and bathrooms. We go above and beyond for our customers, building lasting relationships by putting the customer first and ensuring we deliver what you need on time and in full.

Operating for over 150 years, our unique structure as an Employee Benefit Trust ensures all colleagues share in the success of the business and preserves local, long term employment for all.


Main Purpose of the Role:

To provide a professional, general administrative support to the Directors and Senior Managers within the business.

To act as the first point of contact in the absence of the Directors and to take action accordingly.

To take a leading role in operating the reception, switchboard and post functions and contribute to the day-to-day running of head office.

To take responsibility for aspects of company administration and analysis.

To take the lead as a Charity Ambassador for the company.


Main Responsibilities of the role:

  • Provide the team of Directors with support in relation to professional appointments, meeting management as well as general organisation and calendar management
  • Organise and prepare meetings for Directors and senior colleagues, both internally and externally, formulating agendas and taking action points where required
  • Diary management for Directors and senior team
  • Act as the point of reference in the absence of the Directors, taking messages and answering general enquiries
  • Undertaking general administrative duties including photocopying, filing and mailing
  • Formulate and draft written materials e.g., letters, reports, action points, schedules and other correspondence in accordance with in house procedures and undertake other confidential typing and administrative support
  • Assist in the collaboration of reports for the senior team including ad-hoc analysis where requested
  • Provide a courteous, professional, helpful, efficient and prompt reception service, to include acting as first point of contact. Answer and redirect telephone calls promptly and efficiently
  • Receive, sort and distribute post and goods, handling Director’s mail as required
  • Create and maintain databases as required
  • Maintain weekly management diaries and WFH schedules
  • ·Manage the Head Office Bradford Factor, recording sickness and holidays
  • Organise hotel accommodation and travel arrangements
  • Manage the booking process for internal meeting rooms
  • Oversee catering arrangements for internal meetings and refreshments for visitors as requested
  • Manage the company card, ordering items for branches, IT and other staff and recording on spreadsheet
  • Manage company card expenses plus Director expenses
  • Input mileage for Directors
  • Organize events such as the Management Meetings and Christmas Parties and sticking to a budget
  • Keep on top of supplies for Head Office such as coffee, tea, sugar, water etc.
  • Manage the Tyne Tunnel account – removing and adding vehicles
  • Act as a Charity Ambassador for the company – organizing events and encouraging branches to take part
  • Manage the Head Office tuck shop
  • Overseeing hospitality football games and recording information in a spreadsheet
  • Maintain Branch Directory and other telephone lists


You will also be expected to maintain and develop key relationships with the following:

  • The Managing Director, Main Board Directors and Executive Committee members
  • Trustees of the Herbert Dove Trust
  • Suppliers & Customers
  • Branch & Sales Colleagues
  • Head Office Personnel


Meetings you will attend as part of the role:

  • Executive Committee Meetings
  • Branch Manager Meetings
  • Credit Control Meetings
  • Strategy Meetings
  • Social & Charity Committee Meetings
  • 121 Meetings with Managing Director
  • Charity Networking Events


Desired knowledge, skills & experience for the role:

  • Excellent customer service skills
  • Excellent communication skills
  • Excellent grasp of Word, Excel, Power Point
  • Excellent organizational skills
  • Excellent time management skills
  • Ability to work under pressure and meet deadlines
  • Event management skills


How to apply:

Please submit a CV and cover letter, outlining your suitability for the role.


The closing date for applications is 12.00pm on Thursday 5th September 2024.