Executive Assistant to Group MD

Business Responsibilities

• Extensive diary management for the Group MD, with a very busy calendar over a number of businesses
• Email management of multiple inboxes
• Frequent travel arrangements – hotels, flights, cars
• Keeping the Group MD fully appraised with urgent issues and tracking responses required
• Liaising with internal and external parties on behalf of the Group MD
• Ordering ad-hoc gifts for clients/prospects/staff
• Assistance with personal travel and diary management
• Attend and note take in senior management meetings
• Effective ‘front of house’ in servicing calls and contacts professionally.

Office Management

• Ensure that office equipment is maintained to the appropriate quality and quantity
• Ensure relevant records are up to date and all administrative processes work effectively
• Maintain the condition of the office and arrange for necessary repairs
• Use a range of software, including email, spreadsheets and databases, to ensure the efficient running of the office
• Order weekly grocery items as required for the teams

HR Administration

• Liaise between recruiting managers and candidates to arrange interviews
• Arrange induction for new starters, including training where required
• Keep up-to-date current employee and recruitment records via excel tracker
• Maintain HR reports and dashboards
• Maintain up-to-date organisation charts

Entertainment

• Client Hospitality – this includes booking tickets / venues, liaising with suppliers, organising invites, organising agenda with tmwi staff attendees, and so on.
• Christmas & Summer Events– this concerns both client engagement (e.g. sourcing and ordering hampers, liaising with suppliers) and also the twmi staff party (sourcing venue, hotels, tickets, etc)

• Staff social activity – other staff events (e.g. summer BBQ) and smaller activities like birthday cards.

• Excellent organisational and time-management skills
• Strong knowledge of Microsoft Office Suite (Word, PowerPoint, Excel, Outlook) and other commonly-used office packages
• The ability to prioritise tasks and work under pressure
• Excellent interpersonal, oral and written communication skills, with the ability to converse at senior and Board level
• Negotiation and relationship-building skills
• Attention to detail
• Flexibility and adaptability to changing workloads
• A problem-solving approach to work
• Project-management skills
• Reliability and discretion

• Competitive base salary
• Hybrid working
• Company pension
• Private healthcare
• Long-term illness income support
• 25 days annual leave, plus bank holidays, and an additional day for Birthdays
• Additional annual leave for each year worked after 3 years (up to a base of 30 days)
• Friday 4pm finish during the summer months, June – August
• Choice of annual subscription paid by the company (e.g. Netflix, Spotify, etc.)
• Be part of a friendly and motivated team
• Regular team activities and social events
• Senior team dedicated to supporting your success and personal development