Executive Assistant

Reference:

39795LM

Sector:

Administration, Executive Assistant

Salary:

£32,000 to £40,000 Per Annum

Town/City:

Staines

Contract Type:

Permanent

Date Posted:

16/09/2022 14:26:00

Our client is seeking a pro-active, diligent and trustworthy Executive Assistant. This role will support the Chief Marketing Officer with effective diary management and all administrative and operational tasks

Responsibilities:

  • Proactive and complex diary management
  • Calendar management and scheduling to support Teams in multiple locations/time zones
  • Management of diary conflicts ensuring a high level of professionalism when interacting with Stakeholders
  • Preparation for meetings and attendance as required including scheduling, developing agendas and documenting minutes and actions
  • Ensure the Chief Marketing Officer is fully prepared for meetings with all necessary documentation and information
  • Collating documents, briefing papers, reports & presentations on behalf of Chief Marketing Officer liaising with the Marketing senior management Team and Exec members to provide the inputs as required
  • Management of document production for meetings as required Proactively requesting pre-reading materials, production of packs and distribution of pre-reading to attendees as appropriate. Maintains action logs, meeting topic schedules etc. Follows up on actions as appropriate
  • Support on the look and feel of presentations and comms linked to overall engagement plans e.g maintain templates, formatting presentations, adding visuals
  • Provide support to Chief Marketing Officer with other external commitments
  • Screen and manage all incoming correspondence including email, prioritising incoming mail, drafting responses where appropriate and following up on emails when necessary. Takes and filters telephone calls as required
  • Act as a central point of contact for the Chief Marketing Officer in processing queries in a timely, prioritised and efficient manner
  • Maintains Marketing Leadership who is who, contacts and organisation
  • Management of office Team space, including moves and re-configurations as required
  • Acts as Bedfont Marketing Team IT Co-ordinator. Ensuring new starters have all the resources required for commencing employment i.e. phone, laptop
  • Senior new starter induction planning (LT members) and organisation
  • Co-ordinate and/lead ad-hoc projects as requested by the Chief Marketing Officer
  • Budget Management - invoice checking, organising approvals, receipting. Raising new vendor documentation and purchase orders. Liaison with Accounts Payable Team. Other invoice, accounting and budget control related activities for Supply Chain functions
  • Arranges global and local conference, video conference calls and internal and external meetings as appropriate, dealing with room bookings, venues, travel arrangements, team social events etc.
  • Efficient and proactive management of complex and ever-changing travel itineraries, across Europe. Includes ensuring visa requirements fully met for the Chief Supply Officer and her leadership Team as required
  • Preparing Expenses claim
  • Actively drives capability building across the EA community and works proactively with EA Colleagues to deliver a seamless service covering absence and holidays for EAs as required
  • Provide ad-hoc support to Exec direct reports dependent on capacity, eg members of CMO Leadership Team - core 8
  • Provides cover to other EA's when they are on annual leave and vice versa

The successful Candidate will be a self-starter and possess the ability to complete complex tasks autonomously, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the whole picture. The ability to work independently and collaboratively with a strong sense of ownership, bias for action and Customer obsession is highly valued.

Parkside Recruitment Ltd is acting as an Employment Agency in relation to this vacancy. Parkside Recruitment is an Equal Opportunities Employer.