Personal Assistant to Chief Executive Officer (12 Months Maternity Fixed Term Contract) We have an exciting new opportunity at CEME for a Personal Assistant for a 12 month fixed-term contract starting in April covering maternity cover. If this is for you then please apply along with a 1 page supporting statement stating why we should hire you and skills and experience you will bring with you. Company Description Our mission here at CEME is to inspire inclusive business growth, contributing to economic prosperity. Our vision is a world where engineering, technology, design and manufacturing businesses improve life and wellbeing. Our values define how we work and what we do: • Inspire people to achieve more through learning fast. • Being inclusive, involving everyone regardless of who they are. • We are innovative, exploring new thinking that will change the world and how we live. • Being open and honest, displaying the highest levels of Integrity in all that we do. Role Description This is a full-time on-site role located in the Rainham, East London, United Kingdom as a Personal Assistant to the Chief Executive Officer. The Personal Assistant will be responsible for executive administrative assistance, personal assistance, diary management, and clerical skills. 1. JOB PURPOSE • To provide high level confidential support on all aspects of administration and management of specific projects. • To provide proactive support by anticipating needs and planning priorities. • Following up actions and monitoring progress on behalf of the CEO. • Create positive relationships with staff in stakeholder organisations. 2. PRINCIPLE ACCOUNTABILITIES 2.1 Administration and Correspondence • Responsible for preparing all emails, letters and other communication ensuring consistency and appropriate level of standards in communication is maintained. • To monitor all incoming emails and correspondence and proactively respond where appropriate or highlight to the CEO any correspondence of an urgent nature. • Prepare presentation and briefings using PowerPoint. • To monitor the CEO’s email inbox providing holding emails or responses as required and highlighting any urgent, personal or sensitive email. •Liaise with the Company Secretary to help coordinate production of board packs for CEME Board meetings. • Attend daily updates with the Chief Executive, plan and prioritise urgent activities. • Responsible for maintaining all filing and confidential shredding. 2.3 Attendance at meetings/minute taking • Attend monthly Senior Leadership Team SLT meetings and take a full record of the minutes and provide a draft copy to the CEO within an agreed timeframe and on approval circulate the minutes. • Follow-up actions and inform CEO of any issues that need to be addressed. • To attend as required any business meetings or events as requested by the CEO. • Supporting the SMT on specific projects on top of existing priorities, management of agendas, forward planner and chasing actions 2.4 Diary & Travel Management • Overall responsibility for the day-to-day management of the CEO’s diary ensuring that all meetings are scheduled accurately, meetings are re- confirmed and the CEO updated of any changes ensuring effective time management. • Organise travel and hotel arrangements for the Chief Executive utilising booking agents and resources as required. • Providing detailed travel schedules, itineraries, directions and maps as required 2.5 Telephone Enquiries and Visitors • To ensure that all telephone enquiries are answered promptly and appropriate action taken, updating the CEO on all urgent calls and prioritising messages accurately. • To be proactive in identifying where calls need to be transferred to other executives or parts of the business ensuring prompt customer service. • Professionally meet and greet all external visitors offering appropriate refreshments and providing any support to the visitor as required. • Manage internal visitors proactively updating the CEO on any meeting changes or delays and ensuring all parties are fully equipped with any meeting documentation as required. 2.6 Daily management of the CEO’s Office • To ensure that the CEO’s office is well maintained, refreshed twice daily in respect of removal of crockery following meetings and replenishing of water jugs and glasses. • Ensure the office is tidy the office prior to any internal or external meetings. • Purchase and maintain the office tea/coffee/refreshment stocks and liaise with the on-site catering company to arrange any additional meeting refreshments as required. 2.7 Event Co-Ordination • Providing management and supervisory support to other staff for major events and co-ordinating delivery and execution. • To co-ordinate any events or functions delivered by the CEO’s office utilising and liaising with internal and external suppliers as needed. • To book or arrange any external events or function as required for the CEO including seminars, training sessions or networking groups. • To book any internal meeting rooms required and arrange in conjunction with C&E any refreshments of AV equipment 2.8 Finance • To raise any Purchase Orders or New Supplier Forms as required. • To complete expenses claims for the CEO keeping a track of receipts • Ensure that urgent documents and contracts that require signatures are dealt with in a timely fashion. • Arrange for processing of invoices and payments in conjunction with Finance. • To prepare and submit the CEO’s expenses. 2.9 Other • To support the non-Executive Chairman as required in relation to correspondence, communication, events and company procedures. • Work with and support the Executive team in respect of administration, planning meetings and tracking deadlines. • To undertake ad-hoc projects that may include, but are not limited to, marketing, web management and HR. • To proactively work with the CEO to ensure continuous improvements in the effective management of the CEO’s office. • Forward planning ahead of the year and months to ensure smooth planning of events / meetings etc in advance. • Providing HR support and working alongside HR in particular supporting organisational change through things like the Great Company to work, Staff engagement, creation of Recruitment packs and candidate management 3. KNOWLEDGE & EXPERIENCE Key Attributes: The ability to build strong relationships at a senior level, including the CEO Having strong organisational skills and effective planning. Demonstrating an accurate, efficient and maintain good calendar management. The ability to develop good and honest working relationship with all employees. An awareness of your responsibility and integrity. Ability to deal with sensitive information and communication - telephone manner, etc. Knowledge of: Experience of office management and multi-tasking (not essential but desirable) Be able to deal with people at all levels and inspire confidence. Highly competent in IT (Word, Excel and PowerPoint) Qualifications and/or other Essential Certificates. Minute taking at Board Level. Recognised certificate Microsoft Products. Qualifications: Educated to A-level or equivalent in English and Maths. Evidence of Continued Professional Development (CPD) Experience: Have a good experience of working at a senior level - minimum Board Director level, PA experience ideally to CEO Knowledge and ability to deal with staff issues and ensuring they are dealt with in the best and most effective way. Ability and experience to to take minutes of meetings and reflect an accurate record. Other Information Reporting to: CEO Location: Rainham, Essex Hybrid working: Minimum of 3 days in the office Salary: £30,000 - £33,000 (dependent on experience) Hours: 30hrs per week, 4 days per week Benefits CEME: Our vision is a world where engineering, technology, design, and manufacturing businesses improve life and wellbeing 25 Days Annual Leave plus Bank Holidays Aviva Pension Scheme ; 6.5% employer contribution and 1.5%employee contribution Westfield Healthcare £250 contribution towards learning and development Volunteer Days; 4x paid days per year to volunteer Birthday Off Duvet Day; 1x day off per year Complimentary Coffee 4pm Friday Finish Flexible Working Up to 3x social events December Holiday; gifted 3x days off between Xmas and New Year 5. HOW TO APPLY: To apply please provide a supporting statement no longer than 2x A4 pages saying how you meet the selection criteria and your motivation to applying. Provide the names and contact details of two referees (who will only be contacted if you are offered the job) along with your current salary and notice period. CLOSING DATE: Friday 28 February 2025 With Interviews taking place week commencing Monday 10 March 2025 Starting Date: TBC April 2025