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My client is looking for an executive assistant to join their business on a permanent basis. This role will assist the firms Chief operating Officer (COO) in their day-to-day duties and support the other operations Board Directors as required.
The successful candidate will be adaptable, highly organised, proactive, professional and have substantial prior experience working as a PA/Executive Assistant in a similar role.
Key responsibilities
- Manage the COO's diary, scheduling meetings and appointments ensuring the appropriate documentation is available to the COO prior to any meetings.
- Act as a point of contact between the COO and internal/external clients/contacts.
- Manage the COO's email inbox - highlighting urgent emails, responding to emails by drafting or dictation on behalf of the COO.
- Filing emails and attachments appropriately.
- Make travel arrangements/hotel bookings.
- Arrange meetings including board level meetings, ensuring collation and distribution of agendas and meeting papers in advance.
- Ensure that technology needs for meeting are fully prepared in advance to ensure meetings run smoothly and to time.
- Take minutes of meetings, collate reports, prepare presentations and distribute documents as appropriate.
- Record and submit COO's expenses.
- Attend meetings / chase progress on projects etc on behalf of COO.
- Plan and deliver events such as conferences as required.
- Assist with various projects and initiatives led by the COO, ensuring deadlines are met and objectives are achieved.
- Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
Your skills and qualifications
- Education: A bachelor's degree in business administration, management, or a related field is preferred.
- Experience: Proven experience as an executive assistant or in a similar role, preferably within a law firm or professional services environment.
- Skills:
- Diary Mastery: Proven experience juggling complex schedules.
- Strong problem-solving skills and the ability to work independently.
- Excellent communication skills: Comfortable engaging with stakeholders at all levels.
- Detail-Oriented: Delivering high-quality output with precision.
- Tech Know-How: Proficient in IT particularly, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). with great analytical skills.
- Adaptable and Innovative: Thrive in a fast-paced, ever-changing environment.
- Relationship Building: Communicate confidently at all levels and forge strong business connections.
- Time Management: Prioritise and multitask seamlessly.
- Personal attributes: Professional demeanour and appearance.
The role is working Monday to Friday 37.5 hours with superb benefits available.
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