Full time – 37.5 hrs
Permanent and remote
What you’ll do
This role is responsible for providing full support to our Managing Director. The role will manage multiple diaries and coordinate activity whilst always maintaining confidentiality. This is more than an administrative role and the tasks include, but are not limited to: representing the Director in communication/responses to both internal and external stakeholders, booking meetings, maintaining confidential documentation, establishing systems and structures for day‑to‑day functioning of their responsibilities, and project‑management of functional activities. In some instances the role may supervise others and allocate administrative resources as necessary. This role will act as a filter for all external queries raised to the most senior individuals in the business, answering calls, emails, and paper correspondence, and will coordinate meetings and minute‑taking where necessary.
Key Duties / Responsibilities
* Draft letters and other written communication on behalf of the Managing Director and line reports on occasion in the business.
* Access the email accounts of the Managing Director, supporting to schedule appointments, read and take action where required to letters/e‑mails/calls and ensuring escalation of matters requiring the Director’s personal attention.
* Calendar management and planning of meetings and travel requirements for the Managing Director (travel requirements for those without corporate cards).
* Respond on behalf of the Managing Director to stakeholders maintaining high professional standards.
* Prepare documents, presentation materials and official information releases and distribute to required stakeholders, including minutes of director meetings, ad‑hoc meetings, growth action plans and growth cadence calls.
* Respond to more complex or escalated enquiries from other admin/secretarial staff.
* Work closely with the team responsible for large‑scale meetings, events and activities.
* Accurately transcribe, type, format, and proofread a wide variety of material (for example correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software.
* Perform other administrative tasks as required using independent judgement and discretion, and provide specialist project‑based administrative support when required.
* Plan, organise and schedule own workload through system maintenance so that all activities are completed accurately and on time.
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