Executive Assistant

Job Title:            Executive Assistant                                                                                 

Department:       Senior Management Team             

Location:            Almondbank, Perth        

Line Manager:    Business Director 

Purpose of the role:

The Executive Assistant (EA) will work as part of the EA Team and is responsible for all business support related matters that may arise. The remit of an Executive Assistant can be incredibly broad, and due to the busy and demanding lives of the leadership team, the EA will find that their list of tasks and priorities shift on a daily basis.

As the first port of call and hub of the Executive Office the Executive Assistant must be professional, flexible, courteous and welcoming to all who visit the office. 

They will provide a front of house presence for the office which includes meet and greet for customers and VIP visitors, in this fast paced, dynamic office. 

This role is also responsible for the:

Key responsibilities and duties in relation to designated SMT members, in addition to other team members as and when requested:

• Co-ordinate and maintain the diaries in particular the including the organising of appointments, meetings and travel arrangements. 
• Deal with incoming mail and correspond on their behalf, when required. 
• Schedule meetings and prepare agendas, briefing papers, reports and presentations
• Ensure the SMT members are well prepared for meetings; liaising with customers, suppliers and other staff where applicable.
• Meet, greet and book visitors and customers in at site reception.
• Co-ordinate VIP visits and host important guests. 
• Process expenses via the Concur system. Assist with credit card reconciliation.
• Manage and screen phone call/email enquiries and requests in a timely manner, supporting the effective management of the team/office.

Company events management – Manage the co-ordination of specific Staff events including those relevant to the Almondbank Charity Fund.

Travel Desk - Co-ordination of all travel bookings for flights, hotels, car hire, taxi’s etc. for any member of staff requiring business travel. 

Other key responsibilities and duties:

• Communication with Procurement team and Accounts Payable department regarding the supplier invoices, PO’s and payments.
• Manage communication between management and employees, all users emails and site notices. 
• Collaborate with the SMT to develop effective communication feedback loops within the site.
• Schedule team meetings, prepare agendas and take minutes where required. 
• Arrange meeting rooms for internal and external meetings as requested and for re-occurring meetings.
• Complete various office functions to assist and coordinate with internal and external parties as appropriate.
• Responsible for the co-ordination of specific administration projects / events
• UK Recognition Schemes – On The Spot Thank You! Awards - maintain recognition data, financial reporting and ordering of vouchers.  Reporting monthly statistics to SMT. 
• Devise and maintain office systems, including data management and filing.
• Adherence to our Quality Management Systems (QMS), Safety Management Systems (SMS), Environmental Management Systems (EMS) and all associated Business Manuals.
• Keep the reception area and office environment tidy and welcoming at all times.
• Maintain kitchen and stationary supplies for SMT area.
• Liaise with Facilities for any repairs / faults within the office area.
• Undertake any other administration duties as required by the business

Competencies:

Core:         

• Displays professionalism and possess an awareness of confidentially.
• Able to work as a team player and at all times use initiative.
• Role holder will be flexible about the needs of the role.
• Able to balance competing priorities of self and others, to ensure that deadlines are met whilst understanding the needs, timescales and deadlines of others, enabling the delivery of customer service.
• Self-motivated.

Functional:

• Effective oral and written communication skills
• Excellent organisation skills and the ability to effectively multi-task.
• Ability to plan own work, prioritise tasks and meet deadlines.

Organisational Relationships:

• Reporting to Business Director.
• Assisting the Senior Management team.
• Liaising with staff in other departments.
• Liaising with internal and external stakeholders.

Professional Qualifications/Education and Training:

• Intermediate or above experience using Microsoft Office Excel.
• Intermediate or above experience using Microsoft Office Word.
• Intermediate or above experience using Microsoft Office PowerPoint.
• NVQ in administration/business or equivalent.
• Security Cleared for the relevant access to sites and buildings.

Experience:

• Work experience in Office Administration, Customer Service or a related field (essential)
• Experience of working for Director/Senior Management Team (desirable)
• Previous administrative roles within the Aerospace Industry or other similar industry (desirable)

Benefits that make life better:

• 206 hours annual leave per year for employees working 37 hours per week, plus 8 public holidays
• Flexi Time working pattern
• 4 employer match pension scheme
• YuLife wellbeing services, including 24/7 virtual GP service, Employee Assistance Program, personalised online fitness programs, and many more!
• Bonus opportunities
• Generous paid sick leave
• Life assurance cover
• Salary sacrifice cycle to work scheme
• Onsite gym available for a small monthly charge