Executive Assistant
Your new company
Hays are working with a reputable business based in Shrewsbury who are looking to recruit a Executive Assistant on a permanent basis. This is a prestigious role with exposure to a number of different stakeholders at various levels.
Your new role
As an Executive Assistant, your role will involve overseeing the daily management of the office. Your role will provide extensive administrative and operational support to the Estates Manager. Duties will include:
Meeting and greeting visitors to the office.Managing the front office, answering the mainline telephone, taking all incoming calls, dealing with enquiries and recording accurate messages for distribution. Managing the email inbox and dealing with queries or requests within an appropriate timeframe.Managing the daily incoming and outgoing post.Monitoring ordering all office supplies. Liaising with all professionals, contractors and suppliers.Maintaining the office to a professional standard always including ordering supplies.Attending, minuting and managing weekly team, training and diary meeting.Organising scanning and re-naming of admin documents and managing the general office, filing both manually and digitally.Minuting meetings and typing up notes etc where required, always exercising the utmost discretion. Assist in ensuring all Health & Safety and Compliance policies of the estate is adhered to and all supporting records and documents are up-to-date and filed. Office diary management including; keeping Estate Manager's diary up to date and accurate and ensuring general office reminders are all diarised for example insurance/confidential waste contracts/ renewals/meetings etc.Proactively supporting the Estate Manager with general admin where required, including work on various projects as the need requires. Recording and collating marketing data and managing the administration of and attendance at marketing campaigns in conjunction with the Estate Manager.Organising and diarising and preparing for regular monthly reviews and annual appraisals with the Estate Manager and/or Trustees to for feedback on work undertaken, training needs, personal development, ideas for general improvements and to discuss contributions and update on projects undertaken.Preparation of spreadsheets in excel where required Preparation of training materials / guides/ flowcharts and presentations where requiredPreparation and maintenance of workflows and charts and generation of reference tools for ease of use by the office. To support the Finance Manager by assisting in, accurate data entry and financial record keeping.Any other administration duties as and when required.
What you'll need to succeed In order to be considered for this role you will need to have demonstrable experience working at a PA level ideally from an Estates/Property background. You will also need experience in the following areas:
Excellent communication skills Good organisational skills, able to multitask and maintaining a logical and methodical approach.Exercise maturity, decision-making and above all a team player. Excellent spelling, numeracy and financial skills.Excellent attention to detail and high standards.Professionalism, discretion, honesty, integrity, compassion. Smart personal presentation with a professional and friendly mannerAbility to work independently, a problem solver and work to deadlines Passionate about our impact on the environment Must have strong IT skills to enable them to work to an intermediate level with the following programs; Excel - extract data from databases, spreadsheets, tables, searches, look ups, formulas, charts/reports. If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
#
