Executive Personal Assistant

An opportunity to join a fast-paced, successful & growing business located in Essex has arisen for an Executive Personal Assistant & Minute Taker. This role will have a hybrid arrangement with 3 days in the Colchester office and requires someone who has flexibility to travel to other business locations around the Essex area & the City of London.

The successful candidate will provide assistance to a 'C’ suite executive so that they can fulfil their daily business or personal responsibilities. Duties will include administrative tasks such as planning and scheduling events, taking minutes, handling correspondence, managing personal calendars, collating of MI and analysing information. As an Executive PA, over half of your time will include providing support and facilitation for meetings, including the taking and circulating of minutes.

Key Responsibilities

• Adhere to all company policies and procedures.
• Continuously identify areas for improvement and provide potential solutions to the company and reduce costs.
• Delivering good outcomes for customers and putting the customer’s interests first.
• Ensure the customer understands what we sell and support the customer in any way possible.
• To act as the confidential and personal Executive PA, providing a high-level secretarial service which will include organising meetings, minute-taking and producing complex documentation in a timely manner and drafting correspondence in relation to standard requests etc.
• Interpret information accurately to produce high quality minutes, comply with legislation and meet statutory deadlines.
• Support for meetings which could include arranging dates, room bookings and preparation of agendas, note taking and any other related tasks.
• To act as 'front of house’ for the board member, undertaking activities such as filtering telephone calls, receiving documents, correspondence and messages, and responsible for ensuring information is forwarded in an efficient and timely manner.
• To have access, as required to emails to manage their inbox, highlighting any urgent emails or urgent actions arising from them.
• To produce/prepare documentation in a variety of formats including Word, Excel, PDF, PowerPoint and other reports including confidential material.
• To assist with the preparation, drafting and production of documentation for Executive and Board papers.
• Maintain an accurate and efficient electronic and paper filing system and be responsible for records management including archiving whilst improving paperless working by scanning to a central secure location.
• Keep a record of receipts for any credit card purchases to collate and send to the Finance department monthly.
• Ensure that the appearance of their own office is kept tidy and well organised.
• Be responsible for ensuring that agendas/papers are prepared sufficiently in advance for meetings and that minutes are accurate.
• Responsible for the dissemination of information either in advance or after the meeting and for following up actions directly with those who have been assigned actions, to ensure that agreed next steps are carried out in a timely manner.
• Scheduling appointments and organising diary entries. • Editing to completion drafts and compositions produced.
• Setting reminders for meetings, appointments and other important tasks. • Making travel and hotel arrangements.
• Taking notes at meetings, preparing the minutes and subsequently distributing to all participants.
• Liaising with other members of staff and external parties such as clients and Senior Management team.
• Preparing expense reports and maintaining a filing system

Skills & Competencies

• Excellent communication skills and customer/service delivery focused.
• Ability to manage time effectively, work under pressure and meet deadlines.
• Excellent timekeeping and presentation of self & work.
• Strong interpersonal and negotiation skills.
• Articulate & Numerate.
• Analytical and ability to solve problems.
• Identify problems & communicate accordingly.
• Excellent attention to detail.
• Highly organised with an ability to prioritise and deliver allocated tasks.
• Ability to work alone and as part of a team.
• Positive can-do attitude and strong team ethic.
• Escalate any conflicting work requests.
• Comply with FCA and audit requirements.
• Honesty, integrity, reputation, competence/capability & financial soundness as required under the Financial Conduct Authority (FCA).
• Be positive, enthusiastic and motivational about what you do!

Experience Required

• Experience of working in a senior administrative capacity with a good telephone manner.
• Experience working with an Executive Team or Board Director.
• Administration or equivalent experience of working in a senior administrative capacity.
• Experience with recording minutes and taking notes is essential