Executive Assistant

Rewards and Benefits on Offer:

• Immediate start date
• Permanent role
• Onsite parking available
• Hybrid working available
• 25 days holiday plus bank holidays
• Superb company culture
• Varied and interesting role
• Friendly working team environment

The Company you will be working for;

Our client is an established and successful company based in Newcastle. They are currently looking for an Executive Assistant to join their team. If you are interested and meet the person specification of the job role, please apply below.

The Role you will be doing;

• Oversee the day-to-day operations of the office, ensuring a productive and well-functioning work environment.
• Provide the first point of contact for internal and external contacts, enquiries, and visitors for the Senior Management Team.
• Follow up on contacts and leads made by the Chief Executive, support the cultivation of ongoing relationships.
• Deal with highly confidential issues with discretion, recognising the sensitivity of such matters and ensuring appropriate liaison with managers and other internal and external colleagues.
• Manage diaries and exercise judgement in arranging meetings to ensure that urgent and important matters are prioritised.
• Set up and/or co-ordinate business meetings both internally and externally, including preparation of agendas, distribution of minutes and papers, progressing actions and making the administrative arrangements such as travel, accommodation etc.
• Manage the e-mail account of the CEO actioning items and flagging anything needing urgent attention or sending on to other senior members of the team where appropriate.
• Ensure the CEO is fully prepared and briefed for meetings, reviewing background information, and producing drafts of documents or briefing papers to save the Executive’s time and presenting this information in an appropriate format.
• Ensure that travel arrangements are made to make the best use of CEO’s time and that the most cost-effective bookings are made, with value for money and environmental sustainability as key considerations.
• Manage office supplies and equipment, including ordering and inventory management.
• Coordinate and maintain business assets, including the Company apartment.
• Help promote and embed the company’s vision, aims and strategy across the business understanding the role you play in setting tone and office culture and set a strong example through your own conduct.
• Work on specific projects being led by the CEO. This may involve carrying out background research, attendance at formal and informal meetings, taking minutes, and ensuring action points are completed.
• Provide high level support for the Board as required. These activities will vary from time to time, depending on the needs of the business. Examples include arrangements and support for the sub-committees of Executive Board.
• Be responsible for the organisation and support of a variety of events where the CEO and/or other members of the Senior Management Team are involved. Examples include Marketing events, Away Days, overseas trips, engagement activities etc.
• Provide support in recruitment, interviewing, candidate appraisal and recommendation in conjunction with Hiring Manager and HR.
• Implement and maintain efficient office procedures, business processes and systems.
• Liaise with Branch Manager regarding Health and Safety requirements.
• Multi-tasks effectively and takes a high level of initiative.
• Highly organised and is detail oriented.
• Communicates effectively, both verbally and in writing.
• Interacts professionally and confidently with all levels of the organisation.
• Works collaboratively with other departments to ensure consistency in process.
• Works calmly and efficiently under pressure and to deadlines.
• Demonstrates an ability to identify and recommend business improvements.
• Plays a positive role in teams and works to build cross-functional networks while also working independently and with minimal direction.
• High levels of discretion and political awareness.

About you;

• Proven experience as a PA/Executive PA or in other similar position who has worked with Directors in a complex commercial organisation.
• Substantial experience of working with Microsoft Office software.
• Knowledge of the work practices and procedures relevant to the role of an assistant to an Executive / Senior Manager.
• Ability to prioritise and manage multiple projects at one time.
• Strong knowledge of business systems such as quality, health and safety, information management and facilities.
• Confident in building relationships with key contacts, beneficiaries, and partners.
• Experience of working with Board members and able to produce comprehensive minutes.
• Flexible, self-starter who is able and willing to support a wide range of activities and solve any problems that arise.