We are keen to appoint an executive assistant with a broad scope of additional responsibilities for our senior leadership team
The role is divided as follows:
Executive Assistant (50%)
Provide EA support to the Executive Director group, including the following:
Manage calendars
- Organise meetings - arrange timings and logistics (room bookings, video conferencing etc) and gather documentation needed as necessary
- Manage incoming meeting requests and meeting-free time
Manage email
- Prioritise emails, flagging urgent matters
- Action emails as needed - eg printing documents for signature
- Respond to emails when necessary / appropriate
- Coordinate travel arrangements with Windsor office Manager
- Provide appropriate support for board and committee meetings
Manage workflows
- Responsible for co-ordinating, tracking, detailing, and following up on tasks
- Preparing corporate documents including board papers
- Preparing presentations on before of Executive Directors
- Organise and prepare for meetings including agenda formation, gathering documents and meeting logistics
- Being the conduit between the Directors and other departments in the business to ensure
effective two-way communication channels
Front of House (20%)
- Ensure that all visitors are greeted in a warm, friendly, professional manner. Check schedules so you know in advance who is expected, who they are seeing and why they are here. Greet clients by name where possible.
- Responsible for the scheduling of meeting rooms- in London and in external locations.
- Responsible for the setting up of meetings rooms. Checking schedules, organising catering, lunches, making refreshments and ensuring that any equipment needed is supplied.
- Book taxis for visitors where necessary.
- Ensure the meeting rooms tidy, well stocked and well maintained.
- Responsible for keeping the kitchen and stationery supplies well stocked.
- Book couriers as and when needed
- Continuously review contractors and suppliers services and costs and suggest alternatives when appropriate.
- Notify the office of a prospective client/ client visit. Speak directly to client about transport arrangements.
Events, Staff Welfare (20%)
- Design and deliver an inclusive strategy for our staff entertainment which is aligned with our business strategy and our culture
- Responsible for managing a budget of approximately £100k for staff entertainment and engagement
- Understanding the tax rules and regulations in relation to expenditure on staff events
- Working closely with finance to keep a log of all expenditure throughout the year
- Responsible for charity events in initiatives throughout the year
- Responsible for organising and getting high attendance to company-wide events
- Ensuring our colleagues in all offices are able to participate if they would like.
- Responsible for ordering and distributing fruit and healthy snacks supplies.
- Responsible for organising the celebration of big birthdays and milestone years of service
Office Maintenance (10%)
- Responsible for ensuring that the office is well maintained in terms of general appearance, heating, cooling and cleaning.
- Build a relationship with landlord and liaise with contractors and suppliers to ensure that any issues are resolved in a timely manner.
- Maintain office related contracts such as plants, cleaners
- Responsible for ordering, deleting and maintaining access card list.
- Update fire evacuation list with new joiners and leavers.
- First Aid and Fire Marshall
Cover for Windsor based Office Manager
- Holidays and sickness cover required
- Cover travel booking and questions
- Cover mainline phone which is divert to a mobile
- Pick up any urgent office maintenance problems
Role:
Full time (37.5 hours per week). Monday to Friday in the London office. Working closely with the Office Manager in Windsor
Alongside a competitive salary there is a compelling range of benefits (Medical/ and so forth)