Executive Assistant to The Managing Director - Plymouth, United Kingdom - Smeaton Healthcare

Smeaton Healthcare

Verified Company

Plymouth, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

As an Executive Assistant to the Managing Director, you will play a vital role in providing comprehensive administrative support and assistance to ensure the smooth operation of their office.

You will be responsible for managing and prioritising various tasks, coordinating executive communications, and handling confidential information.

Your professionalism, attention to detail, and strong organisational skills will contribute to the overall efficiency and effectiveness of the Managing Director's office.

Responsibilities:

Calendar and Schedule Management:
Effectively manage the Managing Director's calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and resources. Handle meeting logistics, including room reservations, agendas, and travel arrangements.

Information Management:
Organise and maintain confidential files, records, and documents, ensuring easy retrieval and appropriate handling of sensitive information. Maintain a well-structured filing system, both electronically and in hard copy.

Travel Arrangements:
Arrange complex travel itineraries if required, including flights, accommodations, ground transportation, and visa requirements. Anticipate and proactively address any travel-related issues or changes.

Meeting Coordination and Support:
Prepare meeting materials, agendas, and minutes. Attend meetings, take accurate notes, and follow up on action items. Coordinate logistics for internal and external meetings.

Relationship Management:
Build and maintain positive relationships with key internal and external stakeholders. Coordinate and facilitate communication between the Managing Director and various departments, ensuring effective information flow and collaboration.

Financial Support:
Assist with financial tasks such as expense tracking, reimbursement processing, and budget monitoring. Work closely with the finance department to ensure timely and accurate financial reporting.

Project Assistance:
Provide project support by conducting research, preparing presentations, and assisting with project planning and coordination. Track project milestones and deadlines, ensuring timely completion.

Office Management:
Oversee the smooth operation of the managing director's office, including maintaining office supplies, equipment, and technology. Coordinate with relevant departments for maintenance and repairs as needed.

Confidentiality and Discretion:

Handle sensitive and confidential information with the utmost professionalism, maintaining a high level of discretion and confidentiality at all times.

Working hours & Flexibility|:

As an Executive Assistant, the general working hours for your role will be from 8:00 am to 4:00 pm, Monday to Friday.

However, we understand that certain circumstances may require flexibility in working hours to effectively support the needs of the Managing Director and the organisation.

Supporting with Personal Aspects:

These personal responsibilities may include tasks such as organizing personal appointments, managing personal correspondence, or coordinating personal travel arrangements.

Your ability to handle such responsibilities with professionalism, discretion, and efficiency is greatly appreciated.

Working Location:
Your primary work location will be within the Plymouth branch.

However, it is important to note that your role may occasionally require you to work in other locations as determined by the needs of the Managing Director an organisation.

We recognise that supporting the Managing Director may involve travel to various locations, branch offices, or external meetings. Your flexibility and willingness to adapt to these occasional changes in work location are essential.

Qualifications:

Proven experience as an executive assistant or similar role
Excellent organisational and time management skills, with the ability to prioritise and multitask effectively.
Exceptional written and verbal communication skills, with a keen eye for detail and accuracy.
Proficiency in using office productivity software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with calendar and scheduling tools.
Strong problemsolving abilities and the capacity to work independently with mínimal supervision.
Demonstrated professionalism, integrity, and discretion in handling sensitive information.
Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.
Flexibility and adaptability to manage changing priorities and handle unexpected situations.
A proactive approach, anticipating needs and taking initiative to support the Managing Director.

Salary:
From £22,500.00 per year

Schedule: