HYBRID Executive Assistant to the Chief Operating Officer 1-year Fixed Term Contract
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.
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.
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
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
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