Executive Assistant

About ESL;

ESL connects the demand and supply of industrial electrical components. As the world shifts to a more electric future, ESL helps customers procure their needs in this space by thinking and operating differently.

The company joins supply chains together in a simple and easy-to-deliver way. ESL sources requirements internationally to develop long-term relationships with customers and suppliers, we hold stock in three warehouses (UK, Europe and America), we provide next-day delivery, and we provide local service in many countries by communicating in more than 18 different languages.

ESL is headquartered in Manchester with people located around the world. It was founded by two female entrepreneurs 17 years ago- (both are still in the business) and the company has continued to deliver double-digit growth year after year. The company has 75 amazing people with brilliant skills.

Purpose of the Role:

To play a central part of providing an efficient and accurate administration and project support to the Business Development Director and Co-founder - this role is all about driving the business forward and commercial decision making.

Working closely with her, you will make sure diaries, projects and commitments runs as smoothly and efficiently as possible, therefore enabling her to focus on her responsibilities in the knowledge that all the support, logistics and arrangements have been taken care of in line with Company policy and practices.

Principal Accountabilities:

• Work across the Teams in the business ensuring that project milestones / deadlines are being met - ensuring the Business Development Director is kept up-to date whilst maintaining project pace.
• Schedule business trips for the management and report back on key updates - this includes tracking any follow up sales from the business development teams.
• Act as a central point of contact for the Business Development Director - this includes using initiative to proactively chase deadlines.
• Provide Outlook and diary management.
• Coordinate and implement meeting schedules.
• Assist with the set-up of office meetings including booking meeting rooms, video/call conferencing, catering, AV and confirming details with attendees in a timely manner.
• Assist with relationship management: database entry for contacts, drafting, sending, and tracking invitations and communication.
• Provide an effective professional response to all visitors and enquiries by phone and face-to-face.
• Open, acknowledge and co-ordinate responses to post and e-mail enquiries.
• Monthly expense reconciliation
• Provide support in gaining business approvals, purchase orders and expenses.
• Coordinate the activities such as diarise calls, minute meetings and manage the central database.
• Arrange, coordinate the agenda, and minute the monthly meetings of board, exec, and other meetings.
• Arrange and coordinate the agenda and preparation meetings and create Board packs ensuring all papers are submitted in a timely manner.
• Create presentations, reports, documents, printing, and distribution if needed,
• Work as part of a team across the Group to help ensure delivery of Group company goals.

Knowledge, Skills and Experience:

• Extensive experience of supporting Senior Executive level in a high performance, fast paced organisation
• Able to use a variety of IT packages (e.g., Office 365, etc) at advanced standard - Excel, PowerPoint,
• Experience of working within an administrative role with robust administrative skills and the ability to draft documents without guidance.
• Experience in organising complex and ever-changing schedules.
• Proactive, works on own initiative, and is effective when under pressure.
• High level of proactivity, able to use own initiative with a resourceful approach.
• Highest level of integrity with the ability to maintain confidentiality and discretion.
• Ability to project manage - ensuring clear requirements, monitoring, and control to deliver the objectives in a timely fashion.

Personal Attributes:

• Discretion and confidentiality
• Able to built / maintain solid working relationships with stakeholders at all levels.
• Capacity to interact and influence internal / external stakeholders.
• Workload management
• Excellent planning and prioritisation skills
• The ability to work under pressure and deadlines.
• Professional and friendly demeanour
• Self-motivated but able to work as a team.
• Sustaining a level of professionalism among staff
• Background of strong secretarial / PA or EA support to a high-level team within a fast-moving business environment.
• High level accuracy and excellent literary and numeracy skills
• Experience with diary management ideally for more than one Executive.
• Flexible approach to ad-hoc tasks and last-minute changes to provide excellent service.

Benefits:

• Monthly Peer recognition awards
• Holidays increase with length of service
• Opportunity to buy additional holidays
• Life Assurance
• Healthshield - health cash plan that allows you to claim healthcare costs
• Salary Sacrifice Savings Scheme
• Regular charity events
• Informal, supportive and friendly team

Recruitment Agencies;

The Pilot Group operates a strict PSL and will not accept any unsolicited CVs sent to any member, employee, representative or business unit of the Pilot Group. Any unsolicited introduction will be treated as a CV 'sent in kind’ and as such The Pilot Group rejects all liability to pay any such fees for an unsolicited introduction.