1 YEAR MAT COVER - Executive Assistant - Hybrid role - 2 days in office (Tuesday and Thursday) 3 from home.
Job Description:
- Provide comprehensive EA support to CEO and COO, inc diary management, travel coordination, and meeting preparation.
- Helping to organise venues for meetings as well as preparing board meetings that take place on site
- Human Resources - Responsible for onboarding new recruits and sending offer letters, contracts etc
- Arranging meetings and collating documentation for the Board and Membership Committee meetings.
- Dealing with new member enquiries & applications.
- Collation of statistics & data for monthly country surveys and annual world survey to
- During the run up to our 5 conferences, assisting the conference team including:
- Review the conference email inboxes - respond and/ or flag to the relevant person
- Administration of VISA request letters
- Reconciling hotel rooming lists to registrations and Cvent (conference software)
- Produce summary reports on number of registrations & Update conference registrations tracker
- Obtain quotes for merchandise, place orders and make payment
- Facilitating the administration of legal documents, those relating to trademarks and registered marks world-wide in collaboration with external legal advisors.
- Support the managers with any admin tasks related to achieving the strategy, updating the RAG and scheduling meetings to ensure projects are on schedule.
- Diarising regular team meetings, ordering food and assisting with the presentation slides in advance.
- Organising a few social events for the team during the year.
- Communicating IT issues to Commensus (IT supplier) when requested.
- HR support - ; maintaining personnel records & associated admin tasks.
- Communication management; opening and distributing post; answering all office phone calls, redirecting calls and taking messages, dealing with any urgent matters that may arise.
- Organise/manage the Executive Office cleaning, maintenance, utilities, supplies etc including purchasing milk for office days and keeping items stocked up.
- Assisting with ad hoc admin tasks and projects as required.
- Be onsite when needed for occasional deliveries, fire/alarm inspections or other need.
Person Specification:
- Proven experience as an EA or PA and/or similar administrative role.
- Exceptional organisational and time management skills.
- Strong communication and interpersonal abilities.
- Proficiency in Microsoft Office Suite.
- Attention to detail: ensuring accuracy and thoroughness in all tasks.
- Ability to work independently and as part of a team.
- Strong team player, with a willingness to help where needed.
- High level of discretion and confidentiality.
- Live local enough to the office to be onsite if needed.
Additional Information:
- Based in Epsom HYBRID ROLE
- £35,000 - £40,000 (dependent upon experience)
- Contributory pension
- Car Parking
- 23 days holiday + bank holidays
- Option for private healthcare
- 9am - 5pm, Monday - Friday with a 30 minute lunch