Job Description
Executive Assistant to the CEO
Location: Birmingham (onsite)
Overview:
The Executive Assistant will work closely with the CEO to provide comprehensive executive support. This role is the main point of contact for internal and external stakeholders regarding CEO-related matters, acts as a liaison to the Board of Directors and senior management, and manages special projects.
Roles and Responsibilities:
Executive Support
* Handles a wide range of administrative tasks for the CEO, including managing a busy calendar, preparing expense reports, drafting confidential correspondence, and organising complex travel plans and itineraries.
* Ensures the CEO's schedule is adhered to and respected, protecting time to allow the CEO to focus on key priorities while remaining accessible for important matters.
* Communicates on behalf of the CEO with Board members, Customers, Partners, and other stakeholders, while representing the CEO's brand, priorities and tone of voice.
* Researches, prioritises, and follows up on incoming issues, actions and concerns addressed to the CEO, handling sensitive matters with discretion and confidentiality.
* Facilitates smooth communication between the CEO and internal departments, maintaining credibility and trust with senior management.
* Keeps the CEO informed of upcoming commitments and responsibilities, and ensures the CEO is well prepared for all meetings and events.
* Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
* Builds relationships crucial to the organisation's success and manages special projects with strategic organisational impact.
* Handles conflicting priorities, is expeditious, proactive and meets deadlines under pressure.
Board Support and External Liaison:
* Serves as the CEO's administrative liaison to the Board of Directors, maintaining discretion and confidentiality.
* Prepares, collates, reviews and distributes materials for Board meetings in electronic/paper format.
* Keeps the CEO's biography and headshot updated and responds to requests for information about the CEO and organisation.
* Drafts initial communications to stakeholders, mirroring the CEO's tone.
* Follows up on contacts made by the CEO and supports ongoing relationship cultivation.
Senior Management Liaison
* Schedules and attends senior management meetings, including arranging travel, hospitality, and logistics as required.
* Coordinates the agenda of senior management team meetings, off-sites, and all-staff meetings.
* Ensures materials are prepared, collated, reviewed and distributed for meetings in electronic/paper format.
* Minutes meetings and follows up on actions to ensure they are completed.
Team Management:
* Oversees and manages the team of Executive Assistants supporting the Company's C Suite.
Qualifications
* Exceptional organisational skills with the ability to manage multiple tasks and priorities seamlessly.
* Strong interpersonal skills and the ability to build relationships with executive stakeholders, including staff, Board members, external Partners and Customers.
* Expert-level written and verbal communication skills.
* Proactive problem-solving abilities with strong decision-making skills.
* Emotional maturity and the ability to handle confidential information with discretion.
* Highly resourceful team player, capable of working independently and collaboratively.
* Proven ability to meet high performance goals and deadlines in a fast-paced environment.
* Forward-thinking, actively anticipating needs and solving for potential challenges.
Education and Experience Requirements
* Experience supporting C-Level Executives, preferably in private-equity backed organisations
* Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.