Executive Assistant

Job Description - Executive Assistant

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Reporting to: Operations Director

Job Overview

Provides support to senior management with organisation, scheduling, correspondence, and meetings. Responsible for office organisation and administration. Ensures effective coordination of tasks, supports facilities management, and serves as a reliable point of contact for senior leadership.

Key Responsibilities and Duties

• Primary Responsibility: Provide dedicated and proactive support to the Operations Director, serving as their primary point of contact and ensuring their priorities are managed effectively.
• Develop a deep understanding of the Operations Director's preferences, priorities, and decision-making style to act on their behalf when required.
• Manage the Operations Director's calendar, scheduling meetings, appointments, and ensuring all logistics are arranged efficiently.
• Organise and prioritise the Operations Director's incoming emails, flagging urgent matters, drafting responses, and handling routine correspondence.
• Log and reconcile the Operations Director's business expenses and ensure timely submission.
• Monitor the M&E Category Director's inbox, flagging critical emails and assisting with drafting responses when necessary.
• Assist with logging the M&E Category Director's expenses and scheduling meetings as required.

Additional Duties

• Organise and schedule meetings for other Directors when necessary, ensuring all logistics are planned effectively.
• Manage HR-related requests for the Operations Director, including scheduling probation meetings, drafting letters, and organising quarterly catch-ups.
• Support recruitment processes, including posting job adverts, screening candidates, and scheduling interviews.
• Facilitate onboarding for new starters, ensuring inductions, ICT equipment, company cars if necessary, and phones are arranged.
• Create and prepare meeting agendas, presentations, and supporting materials for the Operations Director and broader leadership team.
• Implement and maintain procedures and administrative systems to enhance operational efficiency.
• Provide general administrative support to the wider team, prioritising the Operations Director's needs, as well as the wider Operations team.
• Take accurate minutes during meetings attended by the Operations Director, ensuring timely distribution to stakeholders.
• Greet visitors and clients, maintaining a professional and welcoming environment.
• Liaise with HR and IT to facilitate onboarding for new hires, ensuring all necessary equipment and resources are arranged.
• Maintain a clean, safe, and professional office environment, addressing facility issues promptly.
• Act as a follow-up manager to ensure timely completion of actions from the Operations Director's meetings or directives.
• Support facilities management, coordinating office repairs and maintenance when necessary.

Qualifications

• GCSE Maths and English grade ‘c’ or above, or equivalent
• Experience of working as Personal Assistant or Executive Assistant
• Experience of diary management, meeting scheduling and travel booking
• High level of proficiency in Outlook, Word, Excel,Gsuite and Power Point.
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills and administrative skills

This is a full time role, with 12-14 month of contract, with possible conversion to permanent role later.

Position - Remote

• Timings - UK work hours