Job Title: Executive Assistant to MD & SLT

Job Type: Full-Time office based

Job Summary:

The Executive Assistant (EA) to the Managing Director & SLT will provide high-level Administrative, Secretarial & Project Support.  Primary responsibility to the MD you will play an integral part in supporting the business and SLT.  The EA must be highly organised, proactive, confidential and capable of handling sensitive information with discretion.

Key Responsibilities:

Administrative Support:

Calendar Management: Schedule and manage the Director’s appointments, meetings, and events, ensuring there are no conflicts.

Task Coordination: Assist with prioritising and managing the Director’s daily tasks and deadlines.

Communication:

Email Management: Monitor and respond to emails on behalf of the MD, ensuring timely and appropriate communication.

Phone Calls: Screen and direct phone calls, taking messages and handling enquiries as needed.

Correspondence: Draft, proofread, and send letters, memos, and other documents.

Travel Coordination:

Itinerary Planning: Arrange detailed travel itineraries, including flights, accommodations, and ground transportation.

Travel Documentation: Ensure all necessary travel documents, such as visas and passports, are up to date and organised.

Meeting Preparation:

Agenda Preparation: Prepare and distribute meeting agendas and materials in advance,

Minutes Taking: Attend meetings, take detailed minutes, and distribute them.

Follow-Up: Track and follow up on action items and decisions made during meetings.

Document Management:

File Organisation: Maintain an organised filing system for both electronic and paper documents.

Record Keeping: Ensure that all records are up to date and easily accessible.

Event Planning:

Event Coordination: Assist in planning and organising events, conferences, and other activities, including logistics and vendor coordination.

Guest Management: Handle invitations, RSVPs, and guest lists for events.

Liaison:

Stakeholder Communication: Act as a liaison between the Director and SLT, internal/external stakeholders, ensuring clear and effective communication.

Relationship Management: Build and maintain positive relationships with key contacts.

Project Assistance:

Project Support: Assist the Director with various projects, including research, data analysis, and report preparation.

Deadline Management: Help ensure that project deadlines are met and deliverables are completed on time.

Confidentiality:

Sensitive Information Handling: Handle all sensitive and confidential information with the highest level of discretion and professionalism.

Essential Qualifications:

Education:

• Bachelor’s degree in Business Administration, Management, or a related field preferred.

Experience:

• Minimum of 3-5 years of experience as an Executive Assistant, Senior Personal Assistant or in a similar senior administrative role.

Skills:

Excellent organisational and time-management skills.

Strong written and verbal communication abilities.

Advanced level in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to multitask and prioritise effectively.

High level of discretion and professionalism.

Strong problem-solving skills and attention to detail.

Personal Attributes:

Proactive: Self-motivated and able to anticipate the needs of the Director.

Adaptable: Flexible and able to adapt to changing circumstances and priorities.

Interpersonal Skills: Friendly and approachable demeanour with strong interpersonal skills.

Professionalism: Maintains a high level of professionalism in all interactions.

Due to the high volume of applications, we receive for our job adverts we are unable to respond to all candidates. If you have not received a response within 5 working days of forwarding your CV to us, then unfortunately you have been unsuccessful on this occasion.
Thank you for your interest and please do not hesitate to forward your CV to us again for other roles matching your skills and experience.
One To One Recruitment are a privately owned independent Recruitment solutions provider, we act as an employment agency for permanent recruitment and as an employment business for temporary recruitment. Our service is a free and confidential service to work seekers.