Executive Assistant

This role is focused on providing comprehensive EA support to CEO and COO, inc diary management, travel coordination, and meeting preparation. Previous experience in a similar role is essential to be considered for this fantastic, hybrid opportunity.

• One year maternity cover
• £35,000 – £40,000 (dependent upon experience)
• Hybrid role – 2 days in Epsom office (Tuesday and Thursday) 3 from home.
• 23 days holiday + bank holidays
• Option for private healthcare
• 9am – 5pm, Monday – Friday with a 30 minute lunch
• Car parking

Job Description:

• Helping to organise venues for meetings as well as preparing board meetings
• Responsible for onboarding new recruits and sending offer letters, contracts etc
• Dealing with new member enquiries & applications
• During the run up to annual conferences, assisting the conference team
• Review the conference email inboxes – respond and/ or flag to the relevant person
• Administration of VISA request letters
• Reconciling hotel rooming lists to registrations and Cvent (conference software)
• Obtain quotes for merchandise, place orders and make payments
• Chasing speakers presentations and keeping the tracker sheet up to date
• Facilitating the administration of legal documents in collaboration with external legal advisors.
• Support the managers with any admin tasks related to achieving the strategy
• Diarising regular team meetings, ordering food and assisting with the presentation slides
• Organising a few social events for the team during the year.
• Communicating IT issues to Commensus (IT supplier) when requested
• HR support – 13 people; maintaining personnel records & associated admin tasks.
• Opening and distributing post, dealing with any urgent matters that may arise.
• Organise/manage the Executive Office cleaning, maintenance, utilities, supplies etc
• Be onsite when needed for occasional deliveries, fire/alarm inspections or other need.

Person Specification:

• Proven experience as an EA or PA and/or similar administrative role
• Exceptional organisational and time management skills
• Strong communication and interpersonal abilities
• Proficiency in Microsoft Office Suite
• Attention to detail: ensuring accuracy and thoroughness in all tasks
• Ability to work independently and as part of a team
• High level of discretion and confidentiality.