PA - Macildowie Recruitment and Retention : Job Details

My client a business consultancy in Burton on Trent is looking to recruit an Executive Personal Assistant to join their business on a permanent basis.

Duties will include:

Extensive diary management for the CEO (manage the manager)

• Arrange internal/external meetings as required (including client reviews etc)
• Set agendas, minute take (as required), follow up on action logs with all stakeholders
• Ensure all action points assigned to CEO are completed and/or delegated as necessary
• Mailbox management for the CEO
• Flag important emails to ensure responses are made in due time
• Respond to emails on their behalf where possible

CEO:

• Prepare expense submissions for CEO
• Manage golf club memberships
• Manage personal and business travel as required
• Assist with other family matters as required
• Administrate all matters relating to the CEO's property portfolio

General:

• Field all incoming calls to Directors Suite
• Conduct inductions for new members of staff, ensuring the induction presentation is reviewed periodically
• Prepare "Welcome Packs" for new starters
• Keep the company Organisation Chart updated
• Manage the Employee Awards programme to ensure monthly nominees are collated and certificates etc are issued, pictures uploaded to social media/website
• Prepare presentations for internal/external use, ensuring correct brand image is projected
• Collate monthly KPI submissions from department heads and submit to CEO/COO for review
• Work with HR to ensure annual appraisals are carried out, documents are filed with CEO and high level overviews of individuals are prepared to enable training requirement reviews etc to be conducted
• Conduct post-appraisal staff surveys
• Work with other departments and offer assistance/advice if requested, e.g working with Sales to review/prepare quotation documents before submission to client
• Assist with travel bookings for other members of staff as required

Financial:

• Pre-approve any invoices that related to head office expenses, fleet expenses and other general expenses under EPA's remit, before passing to COO for sign off
• Maintain credit card expense spreadsheet/receipts and submit monthly to Finance

Fleet Management

• Keep up to date information on all vehicles owned by the company (including SORN vehicles)
• Collate the weekly mileage returns and save to sharepoint, for payroll to access
• Liaise with company vehicle users on changing rules and regulations pertaining to their vehicles
• Ensure vehicle tax/MOT is always current
• First point of contact for any scheduled/non-scheduled service/repair requirements
• Deal with any PCNs that arrive and arrange for payment where necessary liaising with payroll to deduct from driver's salary
• Ensure any speeding notifications or other such Police related matters are dealt with and the driver's details are forwarded
• Liaise with fleet insurers to add/remove vehicles as required
• Conduct twice yearly driving licence check on all staff who drive company vehicles
• Any other fleet related matters

Sales & Marketing

• Be the initial point of contact for the Marketing department
• Work with CEO to ensure promotional items are ordered, distributed to relevant sales/operations teams for potential/existing customer base
• Work with CEO to organise/event manage company Golf days and other customer focused events and corporate hospitality
• Assist CEO with writing communications for internal/external audiences
• Liaise with Marketing Agency to ensure website content is up to date
• Liaise with Marketing Agency for all social media requirements
• Prepare monthly e-news updates to office based staff to keep them up to date with key information

Office Management

• Act as first point of contact for head office
• Ensure all facilities related matters are dealt with in a timely manner, setting reminders for when preventative maintenance is due, and dealing with reactive maintenance as necessary
• Maintain stationery and printing consumable levels
• Build good relationships with all supplier contacts
• Review supplier contracts periodically to obtain the best market pricing
• Work with IT Director to ensure all staff have the correct equipment to carry out their job
• Be hands on with regards to matters relating to other offices in the company and deal with issues as requested

Ad hoc duties additional to the above job description as required to fulfill the job role

Holidays: 20 days plus bank holidays (rising to 25 days after 5 years service)

Hours: Monday to Friday, 9:00 - 5:30.

Job Types: Full-time, Permanent

Pay: £35,000.00 per year

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Macildowie is a specialist recruitment consultancy with a rich history of enhancing the careers of professionals across the Midlands and the Northern Home Counties. We have an unrivalled understanding of the local market place and recruit for the majority of the region's premier employers. To search for all of our live jobs please visit us at macildowie.com.