Assistant to Managing Director

Job Title:

MD’s Assistant

Job Summary:

This is a 3-month temporary position available to the current employee going on secondment.

We are a successful and rapidly expanding recruitment business in Horsforth, North Leeds and due to expansion, we now require a temporary Assistant for our MD and the Senior Management Team.

At Futures we have a great team atmosphere and have a lot of fun doing what we do. One of our core values is 'Family’ and this is embodied through the collaborative, inclusive and supportive company culture that we’ve worked hard to build.

This is a temporary, full-time position working directly for the MD and Senior Management Team. Full confidentiality is required at all times due to the level of exposure given to this role and the successful candidate will be asked to sign a confidentiality agreement in support of this. A high level of professionalism and personal conduct whilst at work at all times (including external office events) is also a must. This role is a highly valued position and as such it is considered vital that the successful candidate displays all of the Futures values and maintains a high level of privacy regarding the day to day tasks required.

The role is varied and working directly for the Directors and MD will mean the successful candidate will be required to adopt a flexible approach to tasks at all times. Support may be required for any specific team alongside support for the MD and Directors and as such the successful candidate will be required to flex their time where required. A full list of specific responsibilities will follow but the successful candidate must appreciate the variety of tasks that may be involved in their day to day responsibilities and how prioritisation may change from hour to hour, day to day.

Responsibilities and Duties:

Duties include but are not limited to:

• Executive / Administrative Support: Managing the MD’s diary, supporting board meeting preparation, taking minutes at meetings, deal with queries on the phone/ email and General Administration duties
• IT Support and Problem Solving: Dealing with and Problem Solving of basic in house IT issues and tasks, liaise with external IT suppliers to ensure the timely ordering and delivery of IT equipment
• External Stakeholder Relationship Management: Act as the first point of contact for external stakeholders such as phone network providers, Office equipment suppliers and Facilities Maintenance staff
• Report Writing: Assist in the preparation and distribution of Call Time / Sales reports, spreadsheets and other management reports
• New Starter Onboarding: Work alongside the HR Team to assist in the Onboarding of New Starters including IT, Phone and Equipment set up
• Event Planning and Social Committee: Provide support for and attend Industry Events alongside the management team, make travel arrangements for staff and lead the In House Social Committee in organizing social events and nights out for the business
• Administrative support for any team within Futures: To assistteams a requested by the MD or Directors.

Qualifications/Skills Required:

• This role would be suitable for a strong problem solver with a focus on attention to detail
• Experience of working in an administrative role and the ability to use of a wide range of IT software and systems
• Strong interpersonal communication skills (verbal & written) / able to communicate with employees / external stakeholders at all levels
• Able to take Pro-active ownership of own workload and ability to work independently as well as collaboratively
• Previous experience as an Executive Personal Assistant would be ideal along with a high level of competence in Math’s and English.