Executive Assistant | Remote / Kent | £40k - £60k + package
Executive Assistant to the COO. Home working with hot desking in Maidstone, Kent.
Job Details:
The Executive Assistant (EA) to the Chief Operating Officer (COO) provides high-level administrative support to the COO by managing day-to-day tasks, ensuring smooth workflow, and enabling the COO to focus on strategic objectives. The EA will handle confidential and time-sensitive material, schedule and organise meetings, oversee or support complex projects, and act as the primary point of contact for the COO.
Key Responsibilities:
Administrative Support:
- Manage and maintain the COO's calendar, including scheduling meetings, appointments, and travel arrangements.
- Screen incoming emails, calls, and correspondence, and respond or redirect as appropriate.
- Prepare and edit reports, presentations, and other documents on behalf of the COO.
- Ensure that the COO is prepared for meetings with necessary materials and information.
Meeting Coordination:
- Organise, attend, and take minutes during high-level meetings; track follow-up actions.
- Co-ordinate cross-departmental meetings and projects with internal and external stakeholders.
- Prepare agendas, materials, and presentations for leadership meetings.
Project Management:
- Assist the COO in the execution of strategic initiatives and projects.
- Track and report on project progress, timelines, and deliverables.
- Liaise with key departments and external partners to ensure alignment and timely execution.
Communication & Liaison:
- Act as a primary point of contact between the COO and senior leadership, department heads, and external partners.
- Ensure efficient communication flow by managing internal and external correspondence.
- Coordinate information-sharing and decision-making processes.
Confidentiality & Professionalism:
- Handle sensitive and confidential information with utmost discretion.
- Ensure professionalism and efficiency in all interactions on behalf of the COO's office.
Travel & Event Planning:
- Arrange all travel logistics including accommodations, transportation, and itineraries.
- Organise events and conferences, both internal and external, including logistics, attendee management, and materials preparation.
Operational Efficiency:
- Identify opportunities for process improvement within the COO's office and assist in implementing changes.
- Maintain an online filing system and ensure proper documentation for easy access to critical files and records.
- Assist with expense reports and budget tracking for the COO.
Candidate Profile:
- Minimum of 3 years of experience as an Executive Assistant or equivalent, preferably supporting C-suite executives.
- Strong organisational and time-management skills, with the ability to multi-task and prioritise tasks effectively.
- Excellent verbal and written communication skills.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and project management tools.
- Strong attention to detail and problem-solving abilities.
- Ability to work independently and manage tight deadlines.
- Discretion and ability to maintain confidentiality.
- High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, and external stakeholders.
- Flexibility to occasionally work outside standard business hours where necessary.
- Interpersonal Skills: Excellent relationship-building skills with the ability to work effectively with a wide range of individuals and departments.
- Problem Solving: Anticipates issues and pro-actively provides solutions.
- Adaptability: Able to handle rapidly changing priorities and adjust as needed.