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Do you want to work for a Boutique Service Business? Are you a highly experienced PA/Executive Assistant with a minimum of 5 years plus solid experience? I am working on an exclusive basis with my client who is looking for their forever PA/EA to join the business.
Job Summary
A highly organised and experienced Personal Assistant/ Executive Assistant is required to provide administrative support to the MDs. The ideal candidate will be trusted with complex duties, sensitive information and have a proven track record of successful management of executive schedules, meetings, and travel arrangements, as well as excellent communication and interpersonal skills.
Responsibilities:
* Provide administrative support to the MDs, including managing calendars, scheduling appointments, and organising meetings.
* Taking notes at all meetings and writing up afterwards with actions, ensuring they are added to the shared drive for the team to access when needed.
* Handle a variety of tasks, including drafting and editing correspondence, and conducting research.
* Ensure the smooth-running of the office, working both on a one-to-one basis with the MDs, but also on a wider basis with contractors and clients.
* Look for new ways to improve office systems, researching and implementing event and RSVP platforms keeping up to date with the latest versions to provide the best experience for guests using the most efficient options.
* Coordinate travel arrangements, including flights, hotel reservations, and ground transportation, and ensure all necessary documentation and visas are in place. As well as creating detailed travel itineraries.
* Prepare presentations, reports, and other documents as needed.
* Act as a liaison between the executives and clients, suppliers, and venues.
* Manage confidential information with discretion and always maintain a high level of professionalism and confidentiality.
* Assist with special projects and initiatives as required.
* Prepare detailed management contracts and budget proposals for the MDs to review and send to clients in line with brand guidelines.
* Managing all expenses for the MDs and the team, ensuring they are recorded accurately and added to the client’s budget proposal.
* Sourcing venues to suit the client’s brief, arranging site visits, securing the venue once confirmed and scrutinising contracts to manage client expectations and any restrictions are conveyed prior to signing.
* Assist with the MDs personal tasks for the entire family.
* Accompanying the MDs during site visits, when necessary, to include overseas if required.
* Confirm the teams required for each event in advance and request their availability to ensure there’s sufficient staff on the event days, including managing their fees against the client budget.
* Working on events, to included weekends, if required.
* Negotiating costs with suppliers to improve profit margins where possible.
* Responsible for ensuring the best costs are sourced for travel, accommodation, venue space, etc.
Requirements:
* Minimum of 5 years’ experience in a similar role, supporting high-level executives.
* Well presented at all times.
* Excellent organisational skills and attention to detail.
* Strong written and verbal communication skills.
* Proficient in Microsoft Office Suite and Google Workspace.
* Ability to multitask and prioritise effectively in a fast-paced environment, with good time management skills.
* Ability to maintain composure and professionalism under pressure.
* Flexibility to work outside regular business hours as needed some potential overseas travel may be required from time to time.
* Proven ability to maintain confidentiality and exercise good judgement.
* Project management skills preferred, but not essential.
This is an excellent opportunity for an experienced PA/Executive Assistant to join this expanding Business.
In return Hybrid working is offered 3 days office 2 home plus benefits