Executive Assistant

Purpose of the Role

• The purpose of this role is to provide an executive level of support to the Director. Performs all secretarial and administrative support functions throughout the business enabling the director to focus on strategic priorities rather than day-today operational tasks.

Main Tasks

• Calendar & Schedule Management – organising and maintaining the directors calendar. Scheduling and coordinating meetings, appointments and events. Resolving scheduling conflicts.
• Communication & Email Management– Acting as the first point of contact for calls, emails and correspondence. Screening and prioritising communication. Drafting, proof reading and sending emails on behalf of the director.
• Meeting & Event Coordination – Preparing agendas and meeting minutes (DFES).
• Coordinating logistics for internal and external events.
• Travel Arrangements
• Document & File Management – Creating, formatting and managing reports and documents. Organising and maintaining documents into filing systems (SharePoint). Ensuring records are accurate and up to date.
• Project Support – Assisting with planning and tracking of ongoing projects (Monday.com). Follow up on action items and deadlines.
• Admin & Office Support – Managing expenses (Hubdoc) Quotes and Invoicing (Xero)

Core Accountability and Responsibilities

• Streamlining Executive Workload – An EA manages the directors schedule, correspondence, and commitments, ensuring time is used efficiently and priorities are met.
• Acting as a Gatekeeper – An EA filters communications, manage meeting requests, and handle enquires to protect the director's time and focus.
• Coordinating Operations – An EA ensures that meetings, travel, projects, and deadlines are organised and executed seamlessly. Often liaising between multiple internal terms and external stakeholders.
• Ensuring Accuracy & Professionalism – Prepare documents, reports and presentations to a high standard, maintaining confidentiality and professionalism in all matters.
• Supporting Strategic Goals – By managing the administrative side of operations, an EA frees up the directors to focus on leadership, decision-making and long-term planning.

Experience & Skills

• Prior experience in an EA role or related field – more than 4 years at a senior level or high paced level.
• Knowledge of the industry theyre supporting.
• Technical skills & knowledge across the Microsoft office suite, calendar & scheduling tools, document systems (SharePoint, monday.com), communication platforms (teams), typing skills.
• Organisational & Planning skills – Have exceptional time management and ability to prioritise deadlines/tasks, strong attention to detail.
• Interpersonal & Communication skills – Professional communication both verbal and written, ability to build relationships with external and internal stakeholders.
• Proactive Mindset/Time Management – Using initiative to complete tasks and able to manage tasks in a timely manner.
• Problem Solving Skills – Able to handle unexpected changes with calm and creativity
• Adaptability – thrive in a fast paced and changing environment