Executive Secretary 
Ayrshire
On-going temporary role
£33k per annum

Pertemps are working with a prestigious organisation who are looking for an Executive Assistant to join them on a temporary basis. This role will be supporting the board of directors with extensive diary management, travel requirements and administration duties. Due to the nature of the role it is essential that you can work at pace and have the ability to handle sensitive data.

The ideal candidate must have strong administration experience, be able to use a variety of systems, be able to work under pressure and have strong communication and organisational skills. This role will be based fully on site, hours of work are 8-5 Monday to Thursday with an early finish on a Friday. If you are immediately available and have previous experience in an EA role then I want to hear from you!

Key Responsibilities:

• Perform front of house reception activities including but not limited to directing telephone calls to the relevant Spirit employees, assisting with external courier and mail activities, and providing general assistance to enquiries from multiple sources.
• Manage Outlook diary and email, responding/taking action and forward on to relevant personnel where necessary.
• Use own initiative to manage incoming requirements from Customers and suppliers.
• Manage remotely, as required, diaries and appointments of travelling clients.
• Meeting organisation, including booking conference facilities, preparing Agendas, taking actions and circulating/progressing as required.
• Book UK and overseas travel in line with company travel policy.
• Maintain adequate inventory of office suppliers via approved suppliers.
• Act as a main point of contact for day to day issues at office, including booking visitors in via security, ordering working lunches and ensuring the smooth running of the office in general.
• Process monthly expenses on behalf of the SLC Members ensuring accurate records are kept.
• Where required, supervise junior team members and ensure training and development plans are in place and performance is managed.
• Compile weekly reports in Excel and PowerPoint formats for Senior Leadership Council Reviews.
• Organise and prepare monthly CSR meeting and review pack.
• Maintain holiday planner and weekly whereabouts for exec team.
• Produce minutes, reports etc. from handwritten drafts, audio or shorthand as and when required and ensure distribution in a timely manner.
• Assist other secretaries as and when required.

 
Candidate Requirements:

• HNC/HND or vocational qualification, or equivalent experience.
• Extensive previous secretarial and administrative experience.
• Must be able to work under pressure and handle confidential matters with discretion and to tight deadlines.
• Good organisational and time management skills
• Self-driven, professional approach with a “can do” attitude to daily administrative tasks.
• Excellent interpersonal skills and a team working attitude
• The ability to work on your own initiative
• Exceptional oral, written and presentational skills
• Attention to detail

 
Pertemps acts as both an employment business and an employment agency