Executive Assistant

  • FT Perm
  • Sheffield
  • Salary: £25,000 - £28,000

Andy File Associates Limited is working as a Recruitment Agency on behalf of our client with regards this permanent position

Executive Assistant to Group Commercial Director and Head of Legal Practice (GCD/HOLP)

Location – Sheffield

Reports to – Group Commercial Director and Head of Legal Practice

Standard Hours of Work – 35 hours per week

Job Purpose

  • Provide comprehensive administrative, secretarial, personal assistance to the GCD/HOLP to include carrying out duties by delegated management of tasks as directed by the GCD/HOLP
  • Provide additional ancillary support to the business as required
  • Assist the GCD/HOLP senior Managers and the Department in achieving the key targets and objectives
  • Compile, draft, extrapolate, collate, analyse and report on critical department management information so as to ensure the GCD/HOLP has timely and relevant reports so as to effectively direct the group businesses

Principal Accountabilities/Tasks 

  • Diary management for GCD/HOLP and management arranging meetings and conference calls and liaising with other parties / external clients / providers
  • Checking and dealing with GCD/HOLP emails and dealing with correspondence where necessary
  • Collating documentation for meetings and circulating agendas and relevant documentation in advance
  • Organising of internal and external events, e.g. booking venues, travel, monitoring event responses, negotiating costs, budget management
  • Assisting at client/union events / meetings
  • Booking attendance at meetings/conferences/seminars (including travel) and organising trip itineraries
  • Attending meetings and taking minutes and actions
  • Following up action points from the management team in advance of weekly/monthly meetings
  • Being the first point of contact during GCD/HOLP absence
  • Assisting in business projects i.e. attending team meetings/producing minutes etc.
  • Complex reporting
  • Producing and calculating departmental reports
  • Handling telephone enquiries in a professional and polite manner, taking accurate messages and following up on agreed action
  • Drafting correspondence
  • Delegating work down to others as appropriate with Direction from the GCD/HOLP
  • Collate relevant management information relating to performance and performance targets for distribution to team managers
  • Analyse and report on monthly performance reports so as to highlight trends and themes in key business objectives and growth drivers

Essential Criteria/Person Specification

  • Able to prioritise workload and take decisions commensurate to the role
  • Demonstrates a proactive and client-centric approach
  • Able to comply with agreed process and best practice
  • Demonstrates a highly structured and organised approach
  • Able to work flexibly as needed to hit set targets and deadlines
  • Able to work on own initiative and as part of a team
  • Positive attitude and can-do approach
  • Able to respect and maintain confidentiality
  • Able to present complex information both verbally and in writing in a concise and effective manner
  • Experience of delivering against agreed targets
  • Experience of working to deadlines
  • Competent use of Microsoft Word and Excel, as well as general computer skills
  • Able to write clearly, correctly and concisely
  • Excellent telephone manner and verbal communication skills

Desirable Criteria

  • Able to interpret statistical information
  • Experience of using a case management system

 

 

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