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Details

Start date:
ASAP

Location:
England, Wiltshire, Marlborough

Industry type:
Admin and Secretarial, Arts

Salary:
£30,000 - £37,000 per annum

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Executive Assistant

Job description

Executive Assistant

Salary £30,000-£37,000

To provide effective and proactive EA and general administrative support to the Managing Director, Editorial Director and Publishing Director. Being resourceful and highly organised is imperative to ensure processes work effectively and in a timely manner. This list is not totally inclusive and the person will be expected to complete tasks reasonably requested by their Line Manager.

Main Duties include:

This main responsibility of this role is primary support for all three Directors, including:

General Support

  • Provide administrative services including diary management, booking meetings, planning events, correspondence and prioritising emails
  • Work closely with the Directors and Senior Management Team (SMT) through regular correspondence, arrange meetings and prepare briefing materials where required
  • Ensure all correspondence and relevant materials are produced in a timely and accurate manner
  • Coordinate departmental reports and documentation in preparation for quarterly Board meetings and other meetings with outside partners
  • Coordinate, attend and take minutes as and when required for relevant key meetings - these can be both internal and external meetings
  • Conduct research and/or analysis as outlined by the Directors
  • Produce reports as and when required
  • Ensure action points from meetings are followed up on behalf of the Directors when requested
  • Create PowerPoint presentations for use in internal and external meetings, conferences, and other internal and customer-facing events
  • Manage expenses and purchases
  • Prepare and run weekly and monthly reports from CRM and Workfront

Trips and Travel

Support with preparation for trips and meetings with external parties, including:

  • Organise travel itineraries and booking travel logistics
  • Background research to prepare for meetings and visits when required
  • Draft communications and meeting requests
  • Prepare presentations and paperwork for meetings and attend

Office Support

  • Manage the security of the building, including distributing keys and alarm codes and liaising with third parties where required. This is to include the maintenance of fixtures, fittings, office repairs and the property itself in conjunction with our landlord

  • Oversee fire wardens and ensure a testing schedule and rota cover is in hand. Work with HR to ensure all fire wardens are trained

  • Create and retain a maintenance and renewal schedule and liaise with HR and Head of Finance to ensure these are kept up to date and addressed at the appropriate time

  • Manage the additional parking contract including the additional parking needs and permits as required
  • Review and renew annual service contracts including air conditioning and office cleaning and ensure these are maintained or serviced regularly in conjunction with other colleagues

  • Provide general office/facilities support to cover sickness or holidays

Other Responsibilities

  • Proficient with CRM resources with ad hoc reporting or entry required


Competencies


· Change and improvement

· Influencing Others

· Communicating effectively

· Building and managing relationships

· Planning and organising


Application Form

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