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.

We appreciate the time you took to apply for this vacancy, however due to the high level of applications that we receive, we can only respond to successful candidates. In the meantime, please check out our website to read more about our company and privacy policy.

Optima Recruitment specialists in Permanent & Temporary Recruitment, including; Administration, Secretarial & PA, Accounts & Finance, Graduate Opportunities, Human Resources, Recruitment Consultancy, Sales & Marketing, Customer Service and Legal.