Executive Assistant

EFAB are currently looking an Executive Assistant to join and support the Senior Management Team in our Immingham Head Office.

The Executive Assistant provides support to the senior management team with organisation, correspondence, meetings, and some assistant company secretarial duties. Taking responsibility for deadline compliance, schedule management, and documents and files, the Executive Assistant is highly organised, with great people skills, and a real team player.

Key Responsibilities

• Manage professional and personal scheduling for the senior management team, including agendas, mail, email, phone calls, client management, and other company logistics
• Prepare meeting agendas, perform research for meetings, and take minutes during meetings, Book business travel arrangements, including flights, transportation, and lodgings for senior management and other staff members
• Maintain office correspondence, including franking and receiving post, crafting routine electronic correspondence, and maintaining social media presence
• Perform reception duties where necessary, Manage the diaries and schedules of the senior management team, Communicate with Board Members, schedule Board Meetings, and arrange meeting agendas
• Liaise with clients, employees, and business guests, including arranging food and refreshments where required
• Organise media appearances and corporate events, Maintain electronic and paper filing systems, ensuring processes and software are up to date and in working order
• Create a comprehensive minute book, ensuring it is maintained, and kept up to date
• Maintain a strong working relationship with other relevant departments, including IT, Business Development, and administration teams, Prepare and deliver monthly reports
• Provide support to the Company Secretary, including preparation of agendas, creation and collation of board packs, taking minutes, and following up on action points
• Maintain accurate documentation of corporate governance activities and processes., Maintain statutory records and registers
• Compile expense reports for senior management, Prepare reports and Powerpoint presentations, Handling and screening phone calls and requests
• Organising and maintaining office systems, Inbox management, Schedule and calendar management
• Administration, Correspondence, Keeping confidential information, Preparing corporate documents
• Organise team communications and plan events, both internal and off-site
• Achievement of Key Performance Indicators and Service Level Agreements, as set by your line manager from time-to-time, Satisfied clients, both internal and/or external

Key Indicators/Requirements

• Timely completion of work and Quality of work
• Adherence to relevant processes, procedures, and policies
• Professionalism, Integrity, Trust, Team Spirit

Knowledge, Skills, Experience & Qualifications

• Relevant professional qualification, or equivalent experience
• Experience in a company secretarial or senior administrative role
• Demonstratable working knowledge of:
  • UK Corporate Governance Code
  • UK Companies Act, and other relevant statute
• An effective communicator with excellent interpersonal skills and experience of board level interaction, Ability to influence at all levels
• Strong organisational skills with the ability to manage multiple tasks and prioritise accordingly, Attention to detail with excellent verbal and written communication skills
• High degree of discretion and professionalism, Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges, Ability to maintain confidentiality of information related to the company and its employees
• Critical thinking and problem-solving skills, Understanding of data privacy standards
• People skills, Honesty, Integrity, and Reliability, Organisational skills, Analytical skills, High diligence

If you re looking for a new challenge and have the skills and experience detailed above APPLY NOW for further information.