Location: WV13
Hybrid working
Job Purpose
Maximise the effectiveness and efficiency of primarily the CEO and additional support to executive team. Proactively anticipating their needs, managing their time and information, and ensuring they have everything they need to make informed decisions and execute their responsibilities. Whilst acting as a trusted confidante and sounding board, providing support and discretion in all matters.
Reports To
CEO
Division
Central Service
Key Accountabilities
- Maintain and manage the complex scheduling primarily for the CEO and occasionally the executive team calendars, prioritising appointments, meetings, and travel schedules. Anticipating any potential conflicts and proactively reschedule as needed.
- Prepare briefing materials for meetings and ensure the CEO is well-informed for each engagement.
- Act as the primary point of contact for the CEO, screening and directing calls, emails, and visitors.
- Ensure effective, timely and accurate communication and information flow e.g. draft and respond to correspondence, including letters, and presentations.
- Research and book flights, hotels, and ground transportation for all executive travel.
- Manage the executive team expense reports and ensure compliance with company policies.
- Coordinate with internal and external stakeholders to plan and execute successful travel itineraries.
- Provide project admin to assigned projects to completion, meeting deadlines and adhering to budget constraints.
- Research and gather information to support the CEO and executive teams decision-making processes.
- Prepare presentations and reports as needed.
- Organise events, both internal and off-site.
- Handle other administrative tasks as assigned.
- Manage confidential information with discretion and professionalism.
- Manage the company's reception function and housekeeping.
Financial Responsibilities
Generic Responsibilities
- Ensure compliance with business practice, and appropriate levels of the competency framework.
- Maintain employee and organisational confidentiality in line with the Data Protection Act.
- Demonstrate commitment to equality and diversity.
- Comply with Health and Safety responsibilities in line with the Company Health, Safety and Environmental Policy.
- Comply with all other policy and legal requirements in relation to role.
Key Dimensions
Key Knowledge, Skills, Experience and Qualifications Required
- Degree in business administration, communication, or a related field (preferred).
- 2+ years of experience as an executive assistant or in a similar administrative role.
- Proven track record of success in managing complex schedules, prioritising tasks, and meeting deadlines.
- Excellent communication skills, both written and verbal.
- Strong organisational and time management skills.
- Experience in developing internal processes and event management
- Ability to work independently and as part of a team.
- Discretion, professionalism, and a strong commitment to confidentiality.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software programs.