The Executive Assistant is the primary conduit between the Managing Director and the organisation, enabling the Managing Director to make the best use of their time. This is achieved through effective data capture, optimal communication and project management methods that support timely business decisions to be made. Developing relationships within the organisation and driving the effectiveness of the MD to ensure focus and prioritisation of tasks.
Duties
- Compiling reports, presentations for the MD and Board of Directors
- Supporting the MD with completion of actions for the Employee Engagement Action Plan.
- Compiling Quarterly Staff update presentations with the Exec team
- Approval of Exec's holiday requests on the system
- Sharing/update of Exec's holidays in Exec's calendars to assist with identifying leadership availability.
- Requisition approvals on behalf of the MD.
- Arranging strategy days Strategy Days: Attendance to and full EA support to the Senior Team for setting out their strategy for the year ahead
- Attend meetings with or on behalf of the MD, taking minutes and ensuring MD is updated/actions followed-up.
- Setting agenda items for the monthly 1:1 sessions with the MD and Exec Team, highlighting items for discussion.
- Daily mtgs with MD to ensure progress on outstanding actions and identify updates/further actions required.
- Support on various projects for both the MD and wider Exec Team.
- Performs effective diary management for both the MD and FD, ensuring appointments are scheduled in a time-efficient manner and any supporting documentation required is available and presented in a professional format.
- Performs effective email management for both the MD and FD. Filing and responding as required and highlighting items of importance/requiring urgent attention/follow-up.
- Supporting the Weekly Executive and Operations Focus meetings, setting the agenda, capturing minutes and driving the correct actions to completeness.
- Compiling and sharing of Weekly Executive Summary with the Senior Management group.
- Provides wider executive administrative support for the executive team and external visitors as required
- Assistance with allocation of MD's proposed budget for the coming FY.
- Monitoring budget performance to enable effective review and management.
- Preparation and submission of monthly expenses for MD.
- Manage an excellent filing, indexing and archiving system (electronic and paper) in accordance with internal and external regulations for swift retrieval and review purposes.
- Plan and prepare diaries and itineraries to ensure that schedules are efficiently executed.
Skills and Knowledge
- PA/Executive Assistant experience
- Ability to communicate confidently at all levels in an engaging and positive manner.
- Ability to use initiative, prioritise and manage own workload.
- Excellent organisational and administrative skills to be able to juggle competing priorities.
- Ability to build and maintain effective working relationships with a range of people, resolving conflicts or problems as they arise
- An understanding of commercial/business requirements and how they impact on priorities.
- Advanced Microsoft Office e.g. Word, Excel, PowerPoint is essential.
- Ability to remain calm under pressure is imperative
- Ability to anticipate and stay one step ahead
- Good attention to detail
- Flexible and adaptable
Salary and Benefits
- Competitive Salary
- 25 days holiday plus bank holidays
- On site parking
- Contributory pension
- Employee Assistance Programme
- Health Cover
- Life Insurance
- Plus, additional benefits