Executive Personal Assistant

Description:

Your new company
My client is looking for an experienced Executive Personal Assistant to work at their Head Office in Burton On Trent.
Your new role

Extensive diary and inbox management for the CEO/COO
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 the CEO/COO are completed and/or delegated as necessary
Respond to emails on their behalf where possible
Prepare expense submissions for CEO
Manage personal and business travel as required
Administrate all matters relating to the CEO's property portfolio
Prepare annual price increase letters to clients in line with national minimum wage reviews
Set up client review meetings
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, and pictures uploaded to social media/ websites
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
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
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
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 - Maintain stationery and printing consumable levels
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
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 as required to fulfil the requirements of the roleWhat you'll need to succeed

Full driving licence
Strong IT skills, including PDF & Microsoft packages.
Highly efficient in note-taking.What you'll get in return
Salary: £30,000 including Lap top and mobile phone, company pension.
Hours: Monday-Friday 9.00-17.30, 30 min unpaid lunch. Must be flexible to work additional hours as required to fore fill the CEO needs. This may include some weekends and evenings.
28 days holiday including statuary Bank Holidays. Additional holiday added each year.
Job Type: Permanent
Salary: £30,000.00 per year
Monday to Friday
Work Location: In person
Benefits:

Additional leave
Discounted or free food
Free parking
On-site parkingWhat you need to do now

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