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My client is looking for a high level professional who support to the MD. This role will act as 'gatekeeper' to the MD's diary (personal and work) by prioritising meetings and managing any resulting queries, reminding daily schedules as well as protecting the MD's time by screening, researching, managing correspondence, messages, calls, visitors and preventing interruptions as requested. You will attend all MD meetings, produce high quality minutes, distribute and manage action points and pro-actively anticipate assistance needed by identifying problems, needs, options and solutions before being asked. All of this while delivering exceptional and consistent service levels and maintaining highest levels of discretion and confidentiality. Ad hoc secretarial support may also be provided to Board of Directors.
Key Responsibilities:
- Protect MD time and ensure all details within the day are taken care of to high standards & timescale
- Co-ordinate and update diaries with appointments, giving daily reminders of schedules & commitments
- Meet, greet and caretake visitors and guests on MD behalf as well as accompany to meetings and events
- Some overnight stays / travel may be required to support Awards, exhibitions and conferences in UK/Europe
- Develop full understanding of MD life, role, routine and relationships to ensure best support possible - some aspects of personal support may be required but these would be ad hoc
- Organise all tickets, travel, hotel and restaurant bookings as required
- Manage all cash float / expense / receipt management in relation to the above
- Provide entire secretarial services with calls, post, correspondence, reports, files, meetings (agendas/minutes/actions/reports) and visitors as well as manage business profiles on LinkedIn
- Gain & maintain a good working knowledge of business activity & company operating environment/ procedures
- Establish and maintain structured and fluent working relationships across all key people MD interacts with
- Good adherence to security and health & safety procedures, reporting issues promptly as discovered
- Keeping records/files updated with accurate, timely information and shredding of all documents / certificates
- Carry out / contribute to projects and background research of a business and technical nature as determined
- Take charge of your development by working towards a clear and well-defined plan
- Any other tasks / reports deemed necessary to support business needs
Key Measurements:
- Smooth & efficient running of MD diary including timely & professional business support
- Accurate and timely circulation of minutes and updated, cross-referenced actions across all departments
- Responsible, takes role seriously and displays pro-active ownership of workload, deadlines & accuracy
- Intuitive action, communication and flexibility to react positively to fast-paced and changeable work schedules.
Key Skills & Experience:
- Exceptional interpersonal and communication skills, consistently presenting a professional image across all levels
- Highly reliable and well-organised, with the ability to work confidently under pressure while managing personal deadlines effectively
- Trustworthy, diligent, and detail-oriented, with a methodical approach to tasks
- Commercially aware and proactive, able to prioritise effectively and meet deadlines in a dynamic, evolving environment
- Calm, patient, resilient, professional, organised, discrete
- Friendly with great communication skills
- Previous experience of Shorthand
- Excellent, up to date MS Office & computer skills
- Experience as an EA / PA to MD essential in the private sector (eg non public/NHS) preferably for owner-operators
- Energetic and adaptable, dedicated to delivering outstanding service while maintaining calmness and impartiality
- Excellent IT proficiency, including up-to-date MS Office expertise, fast typing and shorthand skills
- Proven experience as an EA/PA to a Managing Director in the private sector, ideally for owner-operators
- Calm, patient, resilient, and discreet, with a friendly yet professional communication style
- Full driving licence and non-smoker preferred
Benefits include:
- Salary up to £40k & £1k Company Bonus
- 25 days plus Bank Hols and Get Stuff Done day post probation (6 months)
- Full time Mon-Friday (40hrs)
- Office based with some travel when required (tends to be local) plus remote working 1 day per week after 6 month probation or sooner if conditions allow (but not a promise)
- Matched 4% pension
- EAP, laptop, phone etc
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