Executive Assistant to CEO/office Supervisor - Stratford, United Kingdom - Tahir Group

Tahir Group

Verified Company

Stratford, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Reports to:

CEO
Hours of Work: 09:15 am - 17:45 pm (flexibility may be required outside working hours)

We are looking for a talented and highly organised Executive Assistant/Office Supervisor providing support to the
CEO as well as managing office requirements.

You will handle sensitive situations with confidentiality and good judgment as well as have the ability to manage multiple changing priorities.

Working efficiency coupled with logical thinking and attention to detail is what is needed for this role.

Summary of Position
To ensure the
CEO is supported in the management of diaries, travel arrangements and the co
- ordination of external and internal team events and meetings.

Manage relationships with key internal and external stakeholders/clients with a high degree of professionalism and care, taking the initiative to ensure meetings are scheduled in a timely way and that there is ongoing communication and good follow-up to meetings.

Acting as a first point of contact: dealing with correspondence, phone calls and manage office supplies.

Typing notes, compiling and preparing reports, documents and correspondence.

Responsibilities:

P.A

Managing back to back meetings across group including agendas
Managing confidential details for and behalf of Directors
Managing all incoming/outgoing communication on the Directors behalf
Arranging all relevant documents for internal and external meetings
Maintaining all filing systems and databases for Directors
Distribute relevant documents to stores and filing at head office
Support wider team events including company events, conferences and running errands, travel bookings both personal and businessrelated.
Assisting with various daily tasks and ad hoc duties when required.
Processing monthly expense claims for Directors
Coordinating documents for meetings including sourcing background information and supporting documentation, printing, binding, scanning where required.
Take minutes during meetings
Making beverages for Directors and visitors
Ad hoc project work
Flexibility around needs of the business, i.e., making a booking late evening or arranging a meeting over the weekend in emergency situations.
In rare cases accompanying Director on travel visits including overnight stays away
Personal and cars administration management for Directors/family members

Office Supervisor/Receptionist

Manage all aspects of administration processing, procedures and facilities management in the office
To source costeffective suppliers and liaise with suppliers for office related equipment or services.
To manage travel and logistics, events, internal/external meetings, including arranging travel and hotel bookings.
Making purchases and ordering relevant stationary on behalf of the Company.
Processing purchase orders and invoices, ensuring approvals are actioned as needed
Print and prepare documents
Visit the local Post Office to drop of packages
Ensuring the office is set up daily and for example any external meetings
Supervise the front of house function and providing secretarial support.
Responsible for all electronic and manual filling
Welcoming visitors in reception area and announcing their arrival to the relevant staff member
Managing diary for the use of meeting rooms and taking bookings from team for use
Dealing with post, couriers, deliveries and collection to and from the firm and signing for when necessary.
Ensuring the reception area is always kept clean and tidy and represents the professionalism and high standards of the company.
Responsible for annual maintenance of (equipment, i.e intruder/fire alarms, air conditioning, printer/scanner etc, other general maintenance/risk assessment) in the office.
Fire Marshal duties and keyholder for office.
Liaising with I.T company to ensure queries.
Arrange and managing the cleaner for the office
Keeping office and meetings rooms clean and maintained

Previous Experience

Experience in a similar role across a combination of P.A and Office/Receptionist duties.
Front Office Representative or similar role
Speed typing
Handson experience with office equipment (e.g. fax machines and printers)
Strong Diary and Calendar management
Outlook calendar knowledge
Experience in Microsoft Office at advanced level
Excellent range of IT skills with advanced knowledge of Microsoft Office
Outlook, PowerPoint, Word, Excel
Working in a fastpaced environment whilst prioritising multiple tasks
Has had experience of organising previous diaries

Qualifications