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Executive Assistant

Fetcham, Surrey
Remote Working
Remote Working
£40,000 to £45,000
Job Type
13 Jul 2022
HYBRID Executive Assistant to the Chief Operating Officer 1-year Fixed Term Contract

Job Description:

Diary management that will facilitate execution of current priorities, timely attendance at meetings and creation of space to handle new, urgent matters and administrative tasks

Monitor and manage email box of the Operations Director, completing actions where appropriate and highlighting actions to be completed by the Operations Director

Through regular catch-up meetings, highlight and track progress with current, key priorities

Provide administrative support at key meetings, ensuring timely agenda preparation, note taking and creation of Action and Decision Lists. Examples include HQ Management Team, Weekly Operations Meeting, etc.

Preparation of timely expense claims for the Operations Director and National Secretary s Office

Support wider activities within the National Secretary s Office from time to time

Preparation of contractual documents and associated paperwork.

Supporting line managers with grievance and disciplinary matters, attending hearings where necessary to take minutes/meeting notes. Take notes at the staff Forum meeting

Deliver Induction programme, to include paperwork and presentation to new starters.

Person Specification:

Extensive diary management experience

Support to multiple stakeholders and provision of a service tailored to their working styles

Administrative project management

Minute taking and transcription at senior stakeholder meetings

Experience working in cross functional areas and departments

Experience working within complex governance structures


Motivated to complete tasks within required timeframes

Ability to work with changing priorities and under pressure

Ability to secure actions from others within required timeframes

Understands the importance of confidentiality and works with absolute discretion

Shorthand or speed writing at 70 wpm

A good understanding of Microsoft packages, e.g., Word, PowerPoint, Excel and Teams.

Additional Information:

Based in Leatherhead


3 days in the office 2 days working from home

26 days holiday plus bank holidays (Incremental pay rises, for up to five years, for staff who meet the qualifying conditions)

Free lunches provided

Flexi-time scheme

Free parking

Free fully equipped gym

Performance, recognition and long service awards

Pension scheme - 7% company contributions, minimum of 4% of their annual salary

Life assurance scheme (4 x the annual salary)

Interest-free season ticket loan to qualifying staff once probation period is completed

Childcare vouchers

We appreciate the time you took to apply for this vacancy, however due to the high level of applications that we receive, we can only respond to successful candidates. In the meantime, please check out our website to read more about our company and privacy policy.

Optima Recruitment specialists in Permanent & Temporary Recruitment, including Administration, Secretarial & PA, Accounts & Finance, Graduate Opportunities, Human Resources, Recruitment Consultancy, Sales & Marketing, Customer Service and Legal
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  • Job Reference: 657029186-2
  • Date Posted: 13 July 2022
  • Recruiter: Optima Recruitment
    Optima Recruitment
  • Location: Fetcham, Surrey
  • Remote Working: Some remote working possible
  • Salary: £40,000 to £45,000
  • Bonus/Benefits: 26 days holiday, contributory pens
  • Sector: Administration
  • Job Type: Permanent