Executive Assistant to Chief Executive Officer

6 days ago


Birmingham UK, West Midlands, United Kingdom OneAdvanced Full time

Executive Assistant to the CEO

Location: Birmingham (onsite)


Overview:

The Executive Assistant will work closely with the CEO to provide comprehensive executive support. This role is the main point of contact for internal and external stakeholders regarding CEO-related matters, acts as a liaison to the Board of Directors and senior management, and manages special projects.


Roles and Responsibilities:

Executive Support

  • Handles a wide range of administrative tasks for the CEO, including managing a busy calendar, preparing expense reports, drafting confidential correspondence, and organising complex travel plans and itineraries.
  • Ensures the CEO’s schedule is adhered to and respected, protecting time to allow the CEO to focus on key priorities while remaining accessible for important matters.
  • Communicates on behalf of the CEO with Board members, Customers, Partners, and other stakeholders, while representing the CEO’s brand, priorities and tone of voice.
  • Researches, prioritises, and follows up on incoming issues, actions and concerns addressed to the CEO, handling sensitive matters with discretion and confidentiality.
  • Facilitates smooth communication between the CEO and internal departments, maintaining credibility and trust with senior management.
  • Keeps the CEO informed of upcoming commitments and responsibilities, and ensures the CEO is well prepared for all meetings and events.
  • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
  • Builds relationships crucial to the organisation’s success and manages special projects with strategic organisational impact.
  • Handles conflicting priorities, is expeditious, proactive and meets deadlines under pressure.


Board Support and External Liaison:

  • Serves as the CEO's administrative liaison to the Board of Directors, maintaining discretion and confidentiality.
  • Prepares, collates, reviews and distributes materials for Board meetings in electronic/paper format.
  • Keeps the CEO’s biography and headshot updated and responds to requests for information about the CEO and organisation.
  • Drafts initial communications to stakeholders, mirroring the CEO’s tone.
  • Follows up on contacts made by the CEO and supports ongoing relationship cultivation.


Senior Management Liaison

  • Schedules and attends senior management meetings, including arranging travel, hospitality, and logistics as required.
  • Coordinates the agenda of senior management team meetings, off-sites, and all-staff meetings.
  • Ensures materials are prepared, collated, reviewed and distributed for meetings in electronic/paper format.
  • Minutes meetings and follows up on actions to ensure they are completed.


Team Management:

  • Oversees and manages the team of Executive Assistants supporting the Company’s C Suite.


Qualifications

  • Exceptional organisational skills with the ability to manage multiple tasks and priorities seamlessly.
  • Strong interpersonal skills and the ability to build relationships with executive stakeholders, including staff, Board members, external Partners and Customers.
  • Expert-level written and verbal communication skills.
  • Proactive problem-solving abilities with strong decision-making skills.
  • Emotional maturity and the ability to handle confidential information with discretion.
  • Highly resourceful team player, capable of working independently and collaboratively.
  • Proven ability to meet high performance goals and deadlines in a fast-paced environment.
  • Forward-thinking, actively anticipating needs and solving for potential challenges.

Education and Experience Requirements

  • Experience supporting C-Level Executives, preferably in private-equity backed organisations
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.


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