Senior Executive Assistant

Posted 6 April by Reed Easy Apply Featured
We are exclusively recruiting for a large international firm who are now looking for a Part - Time Senior Executive Assistant to provide administrative support to the Managing Director, Sales Director and senior management team with organisation.

As an integral member of the team, you would take responsibility and ownership of office organisation, calendar management, project management, deadline compliance, and important documents and files, with professionalism, discretion and integrity.

Working Monday to Friday for 5 hours per day, the salary is £25,000 pro rata with benefits including 25 days holiday, auto enrollment to pension scheme and life assurance

PRINCIPAL DUTIES AND ACCOUNTABILITIES

Administrative Support

• Organise and schedule meetings
• Respond promptly to managers’ queries
• Prepare meeting agendas, perform research for meetings, and take minutes during meetings
• Facilitate internal communication (e.g. distribute information and schedule presentations)
• Book business travel arrangements, including flights, transportation, and lodgings for senior management and other staff members
• Maintain office correspondence, including crafting routine electronic correspondence
• Perform reception duties such as answering phones and manage emails where necessary
• Manage the diaries and schedules of senior management
• Communicate with assistants of Board Members, schedule Board Meetings, and arrange meeting agendas
• Liaise with clients and business guests in a professional and courteous manner
• Organise PR/media interviews, liaising with corporate marketing/PR team
• Solve simple IT problems and contact the IT department when necessary
• Maintain electronic filing system, ensuring processes and software are up to date and in working order
• Manage projects and follow-up with team members where required
• Maintain a strong working relationship with other relevant departments, including engineering, IT, sales, finance and procurement
• Liaise with other staff members on behalf of senior management
• Prepare monthly personal and business credit card expense claims using a database and collate all VAT invoices in support for finance
• Create regular reports and update internal databases

Management of Sales and Customer Correspondence

• Liaise with Sales Director to manage all customer related correspondence in accordance with the sales and marketing procedure, including: NDA’s, customer quotations, customer purchase orders

Management of Non-Disclosure Agreements (NDA’s)

• Oversee the management of NDA, supplier and customer agreements
• Liaise with the Administrative Assistant to ensure all documents are managed on a timely basis and filed appropriately, both electronically and originals

Marketing/Event Support

• Ensure booking of events is completed in good time with each organiser, raise relevant purchase orders, obtain approvals and maintain dialogue to secure event bookings
• Regularly update and monitor all details on the event matrix and share with the relevant people to ensure attendees and organisers are aware of schedules and deadlines
• Oversee and liaise with Admin assistant to ensure supplies of brochures and other relevant marketing material
• Proactively monitor and liaise with relevant personnel regarding upcoming events and their requirements
• Arrange event logistics/shipping for each event during the year
• Seek to arrange meetings with attendees of events to ensure all details are being handled, including shipping of goods globally, liaising with event organisers to arrange timings for drop off/collection, tickets required, travel and accommodation (using well known hotels fairly close to venues)
• Debrief each event and document any changes/improvements required next time
• Review and maintain event stand material to ensure its condition is acceptable for the next event

Perform any other duty required by the line manager commensurate with the post

REQUIRED QUALIFICATIONS / EXPERIENCE / COMPETENCIES
• Minimum of 5 years work experience as a Senior Executive Assistant, Executive Administrative Assistant or similar role
• Knowledge of office procedures
• Solid experience with office management systems and MS Office
• Familiarity with online calendars and cloud systems
• Experience using office equipment, including printers and fax machines
• Strong communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively and p

Reference: 34844703

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