Executive Assistant and Office Manager - 12month FTC, Maidenhead
Client: JACOBS DOUWE EGBERTS
Location: Maidenhead
Job Category: Other
EU work permit required: Yes
Job Reference: d31d08966d8c
Job Views: 4
Posted: 29.04.2025
Expiry Date: 13.06.2025
Job Description
The Executive Assistant supports the General Manager in their duties to run the UK&I business and in achieving the highest performance standards. This includes team events, managing presentations and budgets, as well as day-to-day administrative tasks of running the GM's office. The EA will also support the Finance and HR Directors with their diaries, travel, and expenses. Additionally, the role is responsible for the Maidenhead Head Office facilities, liaising with the Health and Safety officer, appointing fire & first aid wardens, and managing relationships with landlords and external contractors.
Responsibilities
1. Leads the General Manager’s Office (40%)
* Assist in scheduling meetings, events, and appointments – external and key internal meetings
* Manage and maintain calendar, ensuring optimal time allocation and scheduling efficiency
* Prepare and distribute internal and external correspondence, including emails and reports
* Coordinate travel arrangements, itineraries, and accommodations; prepare and submit expense reports
* Raise PO’s for relevant expenses in a timely manner
* Maintain and organise GMs documents, files, and records
* Support GM with presentations and meeting preparations
* Coordinate regional and global visits, aligning agendas and organising logistics
* Assist in onboarding new Leadership Team members
* Serve as a liaison between Leadership team members and external stakeholders
1. Supports HR Director and Finance Director with Personal Admin (20%)
* Manage diaries and appointments via weekly 1:1s
* Book travel and hotels as required
* Support admin related to appointments and onboarding
* Manage and process expenses and queries
2. Facilities management of UK Head Office (Maidenhead) (40%)
* Oversee office supplies inventory and reorder supplies
* Manage office equipment maintenance and repairs
* Maintain a professional and welcoming office environment
* Assist in budget planning and tracking for office expenses
* Ensure compliance with health and safety regulations, including emergency protocols and first aid supplies
* Address safety concerns and liaise with relevant parties
* Respond to inquiries from internal and external parties
* Foster a positive work environment through effective communication
* Plan and execute office engagement activities, including DE&I events
Qualifications
* Excellent planning, organisational, analytical, and problem-solving skills
* Self-motivated and highly disciplined
* Attention to detail
* Proactive with the ability to manage complex tasks
* Excellent communication skills
* Influencing skills and a positive attitude
* FMCG experience is preferred but not essential
* Ability and confidence to build networks at all levels
Additional Information
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