Purpose of the role

To provide a high level of secretarial and administrative support to the CEO, and on an ad hoc basis, to other Directors. To proactively manage the CEO time and ensure regular update meetings take place to review and update diary commitments and key priorities both internal and external. Providing polite, discreet and confidential secretarial support and always professional in appearance and manner.

The Candidate

This role requires a proactive and professional person who has excellent communications skills. The role demands high levels of confidentiality and discretion. Must demonstrate the ability to adapt and move to meet the needs of the CEO with enthusiasm and a drive to succeed. Strives to foresee events and act in advance, is willing to assist and support the directors to ensure smooth and effective working environment.

Key responsibilities

Secretarial and Administrative Support

Regularly arrange travel including foreign travel of CEO and other members of staff, as required

Support projects including research, minute taking and communication to relevant stakeholders

Dealing with incoming and outgoing mail

Communicating effectively with Directors or Managers of associated business, and with Customers or Suppliers.

Undertake proactive e-mail management ensuring that urgent e-mails are promptly picked up, responded to and actioned as appropriate.

Ensure a high level of administration and provision of internal and external documentation

Devising and managing an ordered filing system.

Provide a high standard of proof reading of documents for spelling, grammar and general presentation.

Preparation of presentation materials as required

Prepare board papers and take minutes as required

Arrange and manage meetings for the CEO

Arrange events as directed.

Office Management duties

Welcome visitors

Travel to other offices, properties or facilities as directed.

Manage legal documentation appropriately.

Arrange buffets and refreshments for visitors

Competencies, Attitudes & Behaviours

Flexibility - Effectively adapting to varying environments, responsibilities or people while maintaining effectiveness. Doesn't resist change and embraces it willingly.

Attention to detail - Is concerned to ensure the accuracy and quality of work and information. Implements processes or checks to ensure work is of the highest standard.

Initiative- Making active attempts to influence events to achieve goals. Being self-starting and proactive rather than passively accepting. Taking action before being forced to. Actively attempting to be pro-active rather than reactive.

Planning and Organisation - Establishes a course of action for self and others to accomplish specific goals. Ably to prioritise work effectively and doesn't get easily distracted. Able to deliver actions to time to make good on promises.

Experience

Experience of working with Directors and communicating at board level

Managing executive diaries

Planning and organising travel adn events

Ability to communicate at all levels of a business both internally and externally

Excellent IT skills, using Microsoft Office suite of programmes and professional software packages

Good organisation and planning skills

Additional requirements

Ability and willingness to travel on with in the UK or internationally on company business with overnight stays on occasions.

Ability and willingness to drive on Company business when necessary

Qualifications & Experience

Educated to A level or above.

Administrative and Secretarial Procedures.

Current clean drivers licence

Excellent and demonstrable IT skills in Microsoft office, work Excel PowerPoint and outlook.