Your new company
My client is looking for an experienced Executive Personal Assistant to work at their Head Office in Burton On Trent.
Your new role
- Extensive diary and inbox management for the CEO/COO
- Arrange internal/external meetings as required (including client reviews etc)
- Set agendas, minute take (as required), follow up on action logs with all stakeholders
- Ensure all action points assigned to the CEO/COO are completed and/or delegated as necessary
- Respond to emails on their behalf where possible
- Prepare expense submissions for CEO
- Manage personal and business travel as required
- Administrate all matters relating to the CEO's property portfolio
- Prepare annual price increase letters to clients in line with national minimum wage reviews
- Set up client review meetings
- Field all incoming calls to Directors Suite
- Conduct inductions for new members of staff, ensuring the induction presentation is reviewed periodically
- Prepare "Welcome Packs" for new starters
- Keep the company Organisation Chart updated
- Manage the Employee Awards programme to ensure monthly nominees are collated and certificates etc are issued, and pictures uploaded to social media/ websites
- Prepare presentations for internal/external use, ensuring correct brand image is projected
- Collate monthly KPI submissions from department heads and submit to CEO/COO for review
- Work with HR to ensure annual appraisals are carried out, documents are filed with CEO and high level overviews of individuals are prepared to enable training requirement reviews etc to be conducted
- Conduct post-appraisal staff surveys
- Work with other departments and offer assistance/advice if requested, e.g. working with Sales to review/prepare quotation documents before submission to client
- Assist with travel bookings for other members of staff as required
- Pre-approve any invoices that related to head office expenses, fleet expenses and other general expenses under EPA's remit, before passing to COO for sign off
- Maintain credit card expense spreadsheet/receipts and submit monthly to Finance
- Keep up-to-date information on all vehicles owned by the company (including SORN vehicles)
- Collate the weekly mileage returns and save to sharepoint, for payroll to access
- Liaise with company vehicle users on changing rules and regulations pertaining to their vehicles
- Ensure vehicle tax/MOT is always current
- First point of contact for any scheduled/non-scheduled service/repair requirements
- Deal with any PCNs that arrive and arrange for payment where necessary, liaising with payroll to deduct from driver's salary
- Ensure any speeding notifications or other such police-related matters are dealt with and the driver's details are forwarded
- Liaise with fleet insurers to add/remove vehicles as required
- Conduct twice-yearly driving licence check on all staff who drive company vehicles
- Any other fleet related matters
- Be the initial point of contact for the Marketing department
- Work with CEO to ensure promotional items are ordered, distributed to relevant sales/operations teams for potential/existing customer base
- Work with CEO to organise/event manage company Golf days and other customer focused events and corporate hospitality
- Assist CEO with writing communications for internal/external audiences
- Liaise with Marketing Agency to ensure website content is up-to-date
- Liaise with Marketing Agency for all social media requirements
- Prepare monthly e-news updates to office-based staff to keep them up to date with key information
- Office Management - Maintain stationery and printing consumable levels
- Act as first point of contact for Head Office
- Ensure all facilities related matters are dealt with in a timely manner, setting reminders for when preventative maintenance is due, and dealing with reactive maintenance as necessary
- Build good relationships with all supplier contacts
- Review supplier contracts periodically to obtain the best market pricing
- Work with IT Director to ensure all staff have the correct equipment to carry out their job
- Be hands-on with regards to matters relating to other offices in the company and deal with issues as requested
- Ad-hoc duties as required to fulfil the requirements of the role
What you'll need to succeed
- Full driving licence
- Strong IT skills, including PDF & Microsoft packages.
- Highly efficient in note-taking.
What you'll get in return
Salary: £30,000 including Lap top and mobile phone, company pension.
Hours: Monday-Friday 9.00-17.30, 30 min unpaid lunch. Must be flexible to work additional hours as required to fore fill the CEO needs. This may include some weekends and evenings.
28 days holiday including statuary Bank Holidays. Additional holiday added each year.
Job Type: Permanent
Salary: £30,000.00 per year
Monday to Friday
Work Location: In person
Benefits:
- Additional leave
- Discounted or free food
- Free parking
- On-site parking
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
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