Executive Assistant

We are seeking an efficient and professional Executive Assistant to provide administrative support service to the Managing Director & Directorate. This role is expected to work with a high level of autonomy and handle a range of confidential matters.

Main Duties and Responsibilities

Proactive and effective diary management, assessing priority of appointments and reallocation as necessary.

To organise travel, accommodation, and associated paperwork (such as itineraries) for Managing Director & Directorate in line with company policies and procedures.

Organise and prepare for internal/external meetings and presentations and any associated paperwork, travel, meeting rooms, equipment and catering arrangements.

Prepare and complete financial related processes and paperwork accurately and in line with company procedures including; petty cash, expenses, mileage claims, purchase orders, use of company credit card and gifts & hospitality register.

Acting as a key liaison point between the Directorate / airport management team and an array of internal and external stakeholders, and ensuring communication is effective and efficient.

Attend meetings where required and produce an accurate record of meetings in line with company requirements. Ensure that meeting minutes and agreed actions are distributed in a timely manner.

Screening and dealing with telephone calls professionally, re-directing or taking messages and using initiative to deal with queries.

To carry out a variety of administration tasks for Managing Director & Directorate including but not limited to word processing correspondence, memos and reports from written copy or audio tape, preparing presentations and maintaining spreadsheets. Administration tasks will include: assistance with internal communications, operational administration, regulatory compliance, document control, including procedures & safety manuals.

Provide support for the Managing Director & Directorate with ongoing project work including associated research.

Monitor email inboxes in a confidential and sensitive manner to ensure important matters are advised, actioned or delegated as appropriate. Forward emails to the appropriate officer to be actioned when Managing Director & Directorate are on leave.

Completion of legal and insurance documentation, following appropriate processes for internal and external contacts.

Establish and maintain effective office systems including data management and filing. Ensure any archiving /disposal of company records is in accordance with retention policies. Develop and implement paperless systems and digital admin records.

To manage internal / outgoing post for the company and internal stakeholders, as required.

To monitor and order a range of supplies including but not limited to stationery, kitchen supplies, office equipment; using the Company’s procurement system.

Provide cover for other Executive Assistants and members of the support team as required.

The successful candidate will have:

• A good standard of education (5 GCSE of grade C/4 or above, or equivalent)
• Advanced IT skills and competent user of Microsoft Office (Word, Excel, Outlook)
• Experience working in a similar role supporting Senior Management is essential
• Experience of diary management
• Excellent communication skills (both verbal and written)
• Strong interpersonal skills with a confidence to interact with people at senior levels
• Strong organisational skills and high level of accuracy
• The ability to be pro-active, display initiative and work within agreed timescales