POSITION: Executive Assistant to the Directors.

SALARY: From £30,000 depending on experience

HOURS: 37.5 hours per week

LOCATION: Burton-on-Trent, East Staffordshire

The Company: Is an award winning, purpose-driven strategy, change, PR and communications consultancy, committed to making a positive difference to their clients, their organisations and the people they serve.

The company is looking for an enthusiastic, professional, self-motivated and experienced individual. The Executive Assistant is the right-hand person to the Managing Director, as well as supporting other Directors, and plays a vital role in the effective running of the business. The successful applicant will demonstrate the following attributes:

• A proactive approach with the ability to think and plan ahead
• Discretion, professionalism and integrity in handling confidential or sensitive information
• Excellent written and verbal communication skills
• Excellent organisational and time-management skills
• Ability to multitask and prioritise effectively in a fast-paced, changing environment
• Strong problem-solving abilities and a 'can do' attitude
• Excellent 'telephone manner' when answering and making calls (includes virtual meetings)
• Possess high standards with attention to detail
• Ability to delegate and communicate complex actions or information to others
• Excellent IT skills and knowledge, including practical application of Microsoft Word, Excel, PowerPoint, Outlook and Teams
• Outstanding interpersonal and team skills

Core duties will include:

• Provide comprehensive administrative support to the directors, including inbox and diary management, managing calendars, scheduling meetings and handling correspondence
• Plan ahead to ensure directors are well-prepared for upcoming activities, e.g. by preparing or sourcing agendas and papers, and ensuring relevant actions have been both observed and undertaken
• Screen emails and calls to ensure that requirements/actions are directed to the most appropriate party and support the Directors in delegating activities to appropriate members of the team. Prioritise actions and ensure urgent items are escalated promptly to the appropriate party
• Draft and coordinate the preparation of agendas, take minutes/action notes and ensure that actions are followed-up
• Prepare PowerPoint presentations, word documents and spreadsheets as directed
• Assist in the management/oversight of key projects, e,g, by tracking progress and ensuring deadlines are met by those accountable
• Liaise with clients and their office staff, often at senior and c-suite/Board level
• Effectively communicate information - often complex - to other members of the team to ensure appropriate action is taken
• Handle sensitive information, observing the highest level of confidentiality, loyalty and professionalism at all times
• Plan and coordinate travel arrangements, ensuring adherence to sustainability objectives as well as the company's expenses policy
• Plan/Support the planning and co-ordination of events and meetings as required
• Collate monthly expenses for the Directors and members of the team as required
• Liaise with the partner accounting firm and bookkeeper to share and prepare financial information, such as payroll updates or invoices, and manage processes to ensure supplier invoices are paid promptly
• Raise monthly client invoices, chase overdue invoices and manage petty cash
• Create monthly performance reports as required
• Support the recruitment and on-boarding process, e.g. by screening CVs, organising interviews and playing a role in employee inductions.
• Liaise with the external HR partner as required, and maintain personnel files in accordance with GDPR and other requirements
• Actively contribute to ongoing business improvement and development
• Work with the Senior Administrator to ensure effective corporate governance and adherence to ISO standards
• Purchase office supplies, such as stationery, food and refreshments, and ensure important dates are observed, such as team birthdays or work anniversaries
• NB: There will also be the occasional opportunity to represent the company or provide on-site support at events, conferences, networking activities or exhibitions. Line management of junior administrators is included within this role, but is not a present requirement

Benefits:

• 33 days holiday incl. UK bank holidays
• Discretionary bonus scheme
• Mutually flexible approach to work
• Company pension
• On-site parking
• Employee assistance programme
• Opportunity for occasional working from home, by prior agreement

Full-time on-site position with some flexibility to work from home on occasion.

Experience: Minimum of 4 years' experience as a Personal/Executive Assistant, ideally with experience of working within an agency or fast-paced change environment.

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Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the region's premier employers. To search for all of our live jobs please visit us at macildowie.com.