Executive Assistant to Managing Director
The Role:
Reporting directly to the site Managing Director, the Executive Assistant plays a vital role in supporting our MD, Finance Director, and the Senior Management Team by managing a wide range of administrative and organisational tasks that ensure the smooth functioning of the MD’s office. This role involves managing calendars, coordinating meetings and travel arrangements, handling confidential correspondence, and preparing reports and presentations. You will act as the primary point of contact between the MD and internal or external stakeholders, requiring strong communication skills and discretion. You will assist in managing projects, tracking deadlines, and ensuring closure of actions. Proficiency in anticipating needs, solving problems proactively, and handling multiple responsibilities is essential. You will also provide ad hoc administrative support to Human Resources and Talent Acquisition, and play a key role in event management.
Areas of responsibility:
* Board and Senior Management support
o Schedule and prepare all materials for Management Board meetings in conjunction with the company secretary.
o Prepare and issue management meeting minutes.
o Manage & organize weekly senior management meetings, including agenda, invitees, presentation materials, timing, and minutes.
o File contracts and other company documents signed by the MD and FD.
o Collaborate with internal legal and external solicitors to ensure legal obligations are met.
o Build and maintain relationships with global EA’s / PA’s.
o Manage correspondence, memos, reports, minutes, and calls as required.
o Handle calendar management for MD and FD, including interaction with internal and external executives.
o Coordinate documents requiring MD or FD approval, ensuring compliance and record keeping.
* Travel and Expense Management
o Arrange travel bookings for senior staff.
o Manage expenses for MD and FD.
* Event Management
o Organize VIP visits, including travel, security, bookings, and catering.
o Manage company-wide events such as employee celebrations and the Christmas party.
* Site Communications
o Support site communications, including employee briefings and site-wide emails.
o Prepare newsletters and presentation materials.
o Coordinate with Marketing/PR teams on site-related topics.
o Ensure the site profile is accurately reflected and promoted across media.
o Collaborate with the Culture and Wellbeing team for activities.
* Department Administration
o Manage security badge printing and coding.
o Serve as SRM shopper for Management and Finance Teams.
o Maintain and update contact lists and filing systems.
o Organize employee awards, gifts, and ensure office supplies are stocked.
* Support for CAPEX Projects
o Assist with office design and layout projects.
* HR and Talent Acquisition Support
o Support recruitment processes, including onboarding and requisition approvals.
Qualifications and Experience:
* Minimum 5 years’ experience supporting at executive level.
* Secretarial, Business, or PR/Marketing qualification.
* Proficiency in MS PowerPoint, Outlook, Teams, Excel, Word, and expense management tools like Concur.
* Knowledge of digital and social media marketing.
* Ability to maintain confidentiality and demonstrate diplomatic skills.
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