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Executive Assistant

Administration, including Finance

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OVERVIEW OF ROLE

The Executive PA will provide full, effective support to our busy Group Managing Director. You will need to manage a busy diary and workload so you will need exceptional organisational skills and resilience, remaining calm and focused.  This role is based in our offices in Christchurch, Dorset.

KEY ACCOUNTABILITIES

  • Fully manage and maintain the Group Managing Director’s diary and email account, responding to and filtering emails accurately and in a timely manner, highlighting urgent correspondence
  • Conduct weekly diary meetings with the Group Managing Director to discuss upcoming engagements, invitations and other requests.  Produce a daily folder with diary, necessary papers, etc. and troubleshooting problems for the following day’s work
  • Liaise with stakeholders and arrange meetings between him and his direct reports, clients, and other external organisations
  • Coordinate travel, accommodation and dinner requirements
  • Filter general information, queries, phone calls and invitations to the Group Managing Director by redirecting or taking forward such contact as appropriate
  • Produce monthly board pack, agenda and minutes
  • Participate in relevant directorate meetings, projects, events, taking minutes, identifying actions and responsibilities.
  • Research and prepare for meetings, reports, policies and procedures and brief the Group Managing Director to ensure he is fully prepared for all engagements
  • Ensure the confidentiality of the affairs of the company’s business
  • Process monthly expenses and manage spend in line with agreed budgets
  • Maintain the Group Managing Director electronic filing system
  • Manage the ISO 9001 audits and re-certification process, holding relevant stakeholders to account to drive forward initiatives
  • Manage the company’s Health and Safety obligations
  • Provide a professional “front-of-house” response to all telephone, email and in-person enquiries from clients and other external organisations
  • Organise events such as the annual staff Christmas Party and Annual Summer Family Day
  • Undertake any other duties, projects or administrative tasks as reasonably required by the Group Managing Director and the Chief Executive Officer
  • Line management of the Office Administrator and carry out documented 1-2-1’s and annual appraisals. Ensure the office manual is kept up to date

EDUCATION AND EXPERIENCE

  • Proven solid work experience as an Executive Assistant at Group MD / Board level
  • In depth knowledge of office management systems and software especially MS Office, Outlook, Word and Excel, online calendars and cloud systems
  • Strong written and verbal communication skills (via phone, email and in-person)

KEY COMPETENCIES

  • Inspire trust through good interpersonal skills and conduct
  • Experienced in exercising discretion and confidentiality with sensitive company information
  • Excellent organisational skills with an ability to think proactively and prioritise work
  • Be a confident team player
  • Be diplomatic and tactful but resolute at the same time
  • Excellent attention to detail and possess an enquiring mind

Location

Christchurch, Dorset, UK