Executive Assistant - Managing Director and Head of Operations

PRS Recruiting
10 Jan 2018
09 Feb 2018
Contract Type
Full Time
Role overview: A professional, dynamic, experienced and self-motivated individual will be attracted to this new high-profile role within a successful and ambitious multi-faceted National sales business. To provide high quality personal and administrative assistance to the Head of Operations and Managing Director. You will often act as the Directors first point of contact with people from both inside and outside the organisation meanwhile scheduling, prioritising, co-ordinating and filtering people, projects, tasks, and opportunities to optimise the effectiveness of the Leadership Team.

The business operates a Board, Executive Committee and Senior Management Team plus a number of Divisional and Functional reporting structures with teams and business units spread across the country. From time to time travel will be required, although the role will be based in Nantwich between core hours 8-6 Monday to Friday – at least once a week, extended hours until 9.00 will not be unusual.


·Screening phone calls, enquiries and requests, and handling them when appropriate;

·Meeting and greeting visitors at all levels of seniority;

·Organising and maintaining diaries and making appointments;

·Dealing with incoming email, and post, often corresponding on behalf of the Head of Operations and Managing Director;

·Devising and maintaining office systems, including data management and filing;

·Arranging travel and accommodation and, occasionally, travelling with them to take notes at meetings or to provide general assistance during presentations;

·Carrying out background research and presenting findings;

·Producing documents, briefing papers, reports and presentations;

·Organising and attending meetings and ensuring they are well prepared for meetings;

·Liaising with clients, suppliers, introducers, agents and other corporate stakeholders.

·In addition to supporting Directors, also carrying out specific allocated projects

·Responsibility co-ordinating accounts and budgets;

·Being involved in decision-making processes and deputising where appropriate to do so.


·Manage their diary and appointments, ensuring effective use of time and preparation of papers and information in advance

·To filter incoming mail: sorting, redirecting and taking action as appropriate

·To prepare and/or draft correspondence for them, as required

·To carry out a range of administrative tasks, including scanning, filing, making travel arrangements, expenses, holidays etc

·To work co-operatively with colleagues in the Exco Team providing support and cover as required.

·To organise internal and external meetings and teleconferences, including booking venues, arranging accommodation and taking minutes as required.

·To prepare agendas for Exco and SMT meetings, ensure paper and presentations are accurate and prepared and disseminated on time.

·To ensure departmental/Exco deadlines are met for corporate activities

·To attend and contribute to meetings on the Director’s behalf, reporting back and following up appropriately

Personal Profile

·Ability to manage a heavy workload and at times conflicting priorities as well as tracking progress on a wide range of tasks

·Experience of organising and providing administrative assistance in an office environment

·Ability to work on own initiative with minimal supervision

·Proficient in working with a wide range of personalities, eg from Sales Managers and Lead Generators, to Technology and Finance professionals, you will be proficient at modifying your interpersonal style to secure the optimum outcome for the business.

·Experience of handling a wide range of enquiries & an excellent telephone manner

·To see projects through from start to finish managing time and tasks effectively

·Experience of taking and writing minutes, summarising discussions & report writing

·An organised and thorough approach to work

·Experience of using Microsoft Office packages,

·Excellent interpersonal skills

·Good organisational and time management skills;

·The ability to work on your own initiative;

·Honesty and reliability;

·Attention to detail;

·Flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines;

·Discretion and an understanding of confidentiality issues

·Ability to communicate effectively, both orally and in writing

This job was originally posted as www.totaljobs.com/job/78803145