Executive assistant

Career

Executive Assistant

39 hours | Portchester

This is a 12-month FTC role and is based in Portchester, UK, reporting into the Managing Director. The purpose of this job role is to be 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. In addition, it requires developing relationships within the organisation and driving the effectiveness of the MD to ensure focus and prioritisation of tasks.

Your tasks:

 Compile monthly DO33 reports in preparation for submission by the MD. Ensure these are in the required format, saved in the specified location for global leadership access, completed in a timely manner and has the required authorisations.
 Compiling reports/presentations for the Quarterly Board of Directors and Monthly Regional meetings.
 Reformatting of Quarterly ISP data and sharing with required colleagues.
 Supporting the MD with completion of actions for the Employee Engagement Action Plan.
 Compiling Quarterly Staff update presentations with the Exec team with a review of any pre-recordings prior to cascading with the teams.
 Weekly update of industry auto subscription with the UK Exec (via Teams) and sharing (via Sales) with the GET.
 Monthly monitoring of Day 7 information to identify trends.
 Approval of Exec’s holiday requests on the Crown system and ensuring exceptions are recorded accurately.
 Sharing/update of Exec’s holidays in Exec’s calendars to assist with identifying leadership availability.
 SAP: Requisition approvals on behalf of the MD.
 Success Factors: Ensuring Exec PBO, PAS and EOY reviews are up to date on the Success Factors system on behalf of the MD.
 Creation and ongoing support with Exec PBO Trackers and assistance of monitoring PBOs through to completion.
 West Europe Strategy Days: Attendance to and full EA support to the West Europe Senior Team for setting out their strategy for the year ahead (x2 day event).
 SMR UK Strategy Days: Attendance to and full EA support to the UK Exec Team, setting out their strategy for the year ahead (x2 day event).
 Update SMR UK Action Plan to assist MD’s reporting to Region/Group.
 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
 Analyse key business data and create innovative presentations to allow quick analysis by the MD and deliver powerful and on point messaging.
 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.
 Comply with the Health & Safety Policy and observe all the safety rules to ensure your personal safety and the safety of others
 Ensure that you comply and adopt the CANDO programme regarding the organisation of your work environment
 Any other duties as may be reasonably requested by the MD.


Your profile:

 PA/Executive Assistant experience

 An excellent command of the English language, both spoken and written is essential.

 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.

 Experience of MS Project and Publisher is desirable.

 Ability to remain calm under pressure is imperative

 Ability to anticipate and stay one step ahead

 Good attention to detail

 Flexible and adaptable – may require occasional out of hours contact to support business needs

What we offer:

 A competitive salary and range of benefits.

 Be part of a worldwide team with very big challenges ahead, which bring huge development opportunities for people with big career goals.

 If you enjoy working in a fast-paced environment then look no further.

 We are an equal opportunity employer where inclusion matters; this is evidenced by us being a Disability Confident Committed Employer.

SMR in Portchester

Portchester - famous for its Roman castle

Portchester is located close to the historic University City of Portsmouth, where the historic docks nestle amongst modern harbour side boutiques.

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