Job Description
This busy role which has many facets that included supporting the CEO primarily but also the Exec team by ensuring efficient and timely management of tasks requires an organised plate spinner.
Responsibilities include:-
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* Proactively manage and maintain the CEO’s diary, ensuring effective prioritisation, scheduling, and preparation.
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* Provide comprehensive diary and meeting coordination support for the wider Executive Team. Prepare agendas, coordinate logistics, and ensure the smooth running of Board, Executive, and project meetings.
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* Take accurate minutes for Board and key governance meetings, including tracking actions Compile and distribute meeting packs, decks, and supporting documentation in advance of meetings.
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* Organise and facilitate weekly project calls, ensuring all attendees, materials, and follow-ups are in place.
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* Manage company-wide travel and accommodation bookings, ensuring cost-effectiveness and efficiency.
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* Arrange catering and hospitality for meetings across all offices.
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* Liaise directly with our investors, brokers, and external vendors to support operational and project requirements.
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* Manage relationships with third-party providers, ensuring service delivery meets business needs.
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* Coordinate end-to-end onboarding for new joiners, including IT equipment, office setup, and introductory meetings with the Executive Team and management.
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* Arrange and manage leaver processes, including equipment collection.
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* Oversee the day-to-day running of all offices, ensuring they are safe, compliant, and fully operational.
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* Maintain up-to-date records for leases, fire safety, first aid, and general compliance requirements.
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* Manage franking machines across all offices and oversee incoming and outgoing post. Coordinate team update meetings, including slide deck preparation and logistics.
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* Manage staff communications on behalf of the CEO, including birthday announcements and milestone updates.
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* Maintain records of staff and client milestones to support engagement and recognition initiatives.
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* Assist with daily adhoc duties within the office
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* Support and assist with marketing initiatives.
Key Attributes
At least 3 years experience within a Personal Assistant/Executive Assistant role.
Exceptional organisation – Able to manage complex diaries, multiple priorities, and competing deadlines with accuracy and calm.
Attention to detail – Consistently produces accurate work, particularly in meeting packs, minutes, and correspondence.
Discretion & confidentiality – Handles sensitive information with absolute professionalism and trust.
Time management – Anticipates needs, prioritises effectively, and ensures executives focus on what matters most.
Forward thinking and solution focused Proactive and initiative driven
Strong IT proficiency – Confident with Microsoft Office, CRM/HR systems, virtual meeting platforms, and document preparation.
Process-driven – Creates, improves, and maintains efficient administrative systems.
Project coordination – Supports and tracks actions across meetings, projects, and business initiatives.
A positive, can-do attitude, someone who builds long-term trust and is looking to grow a long-term career with us
Benefits
Discretionary bonus entitlement: up to 20% of salary contingent on individual and company KPIs being achieved (as agreed annually)
Hybrid 3 days in the office, 2 WFH
Pension: 6% Employer contributions. Life Cover: 4x Salary Annual leave: 25 days' pro-rated (plus bank holidays).
The office closes between Christmas & New Year and doesn’t impact your allowance.
If you are looking for a role where you can be a right hand support and multi-task for an approachable boss. Please apply for immediate screening
Ref:- VW 25204