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. Developing relationships within the organisation and driving the effectiveness of the MD to ensure focus and prioritisation of tasks.
Duties
* Compiling reports and presentations for the MD and Board of Directors.
* Supporting the MD with the completion of actions for the Employee Engagement Action Plan.
* Compiling Quarterly Staff update presentations with the Executive team.
* Approval of Executive’s holiday requests on the system.
* Sharing and updating Executive’s holidays in calendars to assist with identifying leadership availability.
* Requisition approvals on behalf of the MD.
* Arranging strategy days and providing full EA support to the Senior Team for setting out their strategy for the year ahead.
* Attending meetings with or on behalf of the MD, taking minutes, and ensuring the MD is updated on actions followed-up.
* Setting agenda items for the monthly 1:1 sessions with the MD and Executive Team, highlighting items for discussion.
* Daily meetings with the MD to ensure progress on outstanding actions and identify updates or further actions required.
* Supporting various projects for both the MD and wider Executive Team.
* Performing effective diary management for both the MD and FD, ensuring appointments are scheduled efficiently and that supporting documentation is available and presented professionally.
* Performing effective email management for both the MD and FD, filing and responding as required, highlighting items of importance or requiring urgent attention.
* Supporting the Weekly Executive and Operations Focus meetings, setting the agenda, capturing minutes, and driving actions to completion.
* Compiling and sharing the Weekly Executive Summary with the Senior Management group.
* Providing wider executive administrative support for the executive team and external visitors as required.
* Assisting with the allocation of the MD’s proposed budget for the coming fiscal year.
* Monitoring budget performance to enable effective review and management.
* Preparing and submitting monthly expenses for the MD.
* Managing an excellent filing, indexing, and archiving system (electronic and paper) in accordance with internal and external regulations for swift retrieval and review purposes.
* Planning and preparing diaries and itineraries to ensure that schedules are efficiently executed.
Skills and Knowledge
* 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 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 priorities.
* Advanced Microsoft Office skills (e.g., Word, Excel, PowerPoint) are essential.
* Ability to remain calm under pressure is imperative.
* Ability to anticipate and stay one step ahead.
* Flexible and adaptable.
Salary and Benefits
* Contributory pension.
* Employee Assistance Programme.
* Health Cover.
* Life Insurance.
* Plus additional benefits.
#J-18808-Ljbffr