Key Accountabilities
Executive Support and Administrative Tasks:
* Manage multiple calendars and appointments for the CEO and Directors, ensuring efficient time management.
* Handle sensitive communication, including phone calls, emails, and correspondence, with a high level of confidentiality.
* Perform day-to-day administrative tasks, such as updating event attendance trackers, booking meeting rooms, greeting visitors, and running errands when necessary.
* Co-ordinate Internal and External meetings. Take minutes, organise supporting resources including any required hospitality needs. Distribute any meeting notes and follow-up action points and where required add to Director’s action lists.
* Assist with managing the CEO and Director’s action lists, prioritising tasks, ensuring and assisting to meet deadlines.
* Consolidate and prepare documents, reports, presentations, and meeting agendas, ensuring accuracy and timely delivery.
* Handle expense reports and credit card statements for the executive team, ensuring accuracy and prompt submission.
* Maintain office presentation and organisation, ensuring visitor space and resources are well managed and that the Director office areas and shared space are well stocked and professionally presented.
* Take primary ownership of the inbound email and manage process for actioning email when unable to handle directly.
* Updating of systems and manual data entry to support the business.
Event And Travel Management:
* Organise external meetings and events together with the Relationship Manager. Identify and book venues as well as taking ownership of booking of resources, hospitality and logistics.
* Build rapport with VIPs and their support staff. “Get to know” needs of regular visitors to help pre-empt requests and deliver on any needs based on known preferences.
* Sharing seamlessly with the Relationship Manager, book travel and accommodation for the executive team and staff across all UK-based companies, complying with authorisation guidelines. Preparing and communicating detailed, confidential itineraries.
* Collaborate with the Marketing Director and Sales Director to manage the events calendar and manage invites to company hosted tables and events.
Project Management And Policy Coordination:
* As needed identify, update and create Operating Procedures and instigate any Projects in related areas of responsibility.
* Support the Marketing Director with the creation, updating, and management of marketing materials and event schedules.
* Help manage and maintain documentation related to procedures, companywide process and policy library.
Sustainability And Compliance:
* Continuously support the company’s environmental goals, looking for new opportunities to reduce environmental impact and promote sustainability practices.
* Ensure compliance with company guidelines, policies, and procedures, maintaining high operational standards across the office.
* Proactively share working process and procedures to administrative staff as new areas of the business develop and interface into your day-to-day activities.
Competencies And Qualifications:
* Exceptional Organisational Skills: Proven ability to be flexible and manage multiple calendars, prioritise tasks, and handle competing deadlines for multiple directors.
* Time Management: Demonstrate efficiency in handling time-sensitive tasks, ensuring deadlines are met and executives are prepared for all engagements.
* Discretion and Confidentiality: Ability to handle sensitive information with care, maintaining the utmost confidentiality in all communications and tasks.
* Attention to Detail: Meticulous attention to detail, ensuring that documents, spreadsheets, reports, presentations, and itineraries are accurate and professional.
* Strong Communication Skills: Excellent verbal and written communication skills, with the ability to liaise professionally with internal and external stakeholders at all levels.
* Proactive Approach: Anticipates the needs of the executives and directors, taking initiative to ensure smooth day-to-day operations without needing constant supervision.
* Problem Solving: Ability to handle unexpected situations and challenges under pressure, offering practical solutions to issues that arise.
* Interpersonal Skills: Adept at building and maintaining strong relationships with colleagues, clients, and external partners.
* Multi-tasking Ability: Capable of juggling a wide range of administrative tasks, from scheduling meetings to coordinating large events, while maintaining a high standard of work.
* Technologically Proficient: Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook, SharePoint, Teams), with the ability to quickly learn new software or platforms as needed.
Desirable Skills:
* Experience in budget tracking, expense reconciliation, and financial reporting.
* Where relevant, supplier contract management, including negotiation skills.
* Experience in project management and leading cross-departmental initiatives.
* Skilled in interpreting data, financial reports to inform decision-making.
* Ability to create executive-level reports, dashboards, and presentations using data analytics tools like Excel including advanced functions like pivot tables and data visualisation.
* Advanced level of expertise with Microsoft 365, including Power Automate, Teams, SharePoint, Planner and Excel.
Person Specification:
* Personality: Friendly and outgoing personality with a good sense of humour. Responsible attitude, discrete, dependable and punctual. Self-motivated, keen to develop their own skills.
* Personal Situation: Able to commute reliably to the Colnbrook Head Office as well as other sites as required from time to time.
* Very occasionally handle out-of-hours or time-sensitive schedule adjustments or executive team requests as needed.
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