Overview
Reporting to the Group Managing Director, the Executive Assistant provides vital administrative and organisational support, including diary management, meeting coordination, and handling confidential information. The role involves organising events, managing contracts, overseeing the intranet, and working with HR, IT, and Marketing on internal initiatives. Strong communication, multitasking, and IT skills are essential, along with a proactive, detail-oriented approach to supporting senior leadership and company operations.
Responsibilities
* Provide comprehensive support to the Group Managing Director and other Board members.
* Full diary management: coordinate and manage the MD’s calendar, scheduling meetings and appointments.
* Meeting arrangements: organise internal and external meetings, including audio/video calls and event venues, managing all logistics.
* Travel and accommodation: book travel and accommodation as per diary commitments and handle last-minute changes smoothly.
* Minute taking and meeting support: attend meetings, take detailed minutes, and follow up on action items.
* Communication and relationship management: manage internal and external communications, follow up on actions and commitments from meetings, and filter calls and emails.
* Client and partner liaison: act as a point of contact with external clients, suppliers, and other partners, representing the MD’s interests.
* Administrative and office support: perform general administrative tasks, compile and edit routine reports and PowerPoint presentations, and organise documents and requests.
* Manage sensitive and confidential information with discretion and adhere to confidentiality policies.
* Maintain and update the company intranet: upload updates and documents, ensure accuracy and alignment with brand standards, collaborate with departments, troubleshoot issues, and monitor usage.
* Procurement and office supplies: oversee procurement, source vendors, negotiate prices, and place orders for stationery, furniture, and services.
* Contract administration: track contracts, renewal dates, and extension requests; issue timely reminders and keep stakeholders informed.
* Event and project coordination: assist planning and execution of events and projects to support brand and culture.
* Marketing and brand collaboration: coordinate with HR and Marketing on internal communications, brand guidelines, and campaigns; support social media initiatives as needed.
* Market and competition activities: work with relevant teams to monitor industry trends, competitor activity, and market forces; report and recommend actions as appropriate.
* Other duties as required to support senior leadership and company operations.
Qualifications & Skills
* Excellent communication skills, both written and verbal, with confidence engaging with senior stakeholders, clients, and external partners.
* Excellent time management, organisation, and multitasking abilities; able to prioritise and meet deadlines.
* Strong attention to detail and accuracy, especially with confidential information and reporting/presentations.
* Team player with the ability to work independently and collaboratively with HR, IT, and Marketing.
* Integrity and discretion in handling sensitive information.
* Self-motivated, proactive, and capable of anticipating needs, solving problems, and adapting to shifting priorities.
* Positive, flexible attitude with ability to handle varied tasks including travel management and corporate communications.
* Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint) and ability to produce/edit presentations and reports; maintain digital workflows.
* Familiarity with social media platforms (LinkedIn, Facebook, Instagram, Twitter) and experience with internal communications platforms like the corporate intranet.
* Experience organizing corporate events, managing projects, and handling logistical details for internal and external activities.
* Ability to manage company contracts, track renewal dates, and handle extension requests; ensure agreements are up-to-date and compliant.
* Experience sourcing and purchasing office materials and services, maintaining vendor relationships, and managing office supplies.
Benefits
* Competitive salary.
* Generous holiday with 25 days per year, plus UK public holidays and an additional day for your birthday.
* Contributory pension scheme, private health insurance and life assurance.
* Employee Assistance Programme.
* Free on-site parking.
* Opportunity to grow expertise through ongoing coaching, training and development sessions.
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