Executive Assistant - Kingston, Surrey - Permanent

Executive Assistant - Kingston, Surrey - Permanent

My client, based in Surrey, is currently seeking an Executive Assistant to support and assist the Group CEO in all activities related to running the business.

The successful applicant will manage diaries and events as well as plan and research meetings and presentations. They will follow up actions after internal and external meetings, including writing proposals/emails, managing own actions/tasks and those of others, while being involved in special projects, research and writing.

Additionally, this key individual will support and become a central part of the business development and marketing team, to develop all the Group brands.

Role Outline

The Executive Assistant's primary objectives will be to support the CEO, be an exemplary first point of contact and a brand ambassador, assist the CEO other Group companies, and to create and write proposals and presentations for clients on behalf of the CEO.

Key Responsibilities

The Executive Assistant is required to always be one step ahead when carrying out any actions for or on behalf of the CEO.

The Executive Assistant is required to manage and schedule the following for the CEO:

• Monitor all meeting and activities and manage the diary
• Brief on week's meetings and keep schedule efficient
• Confirm all meetings, calls etc. in advance
• Issue weekly report with all meetings and activities
• Research background of companies or individuals
• Manage work schedules and critical deadlines
• Managing the CEO's inbox by reading, monitoring and responding to all emails
• Record the CEO's meetings on the CRM system as well as monitor next actions
• Sales support - track opportunities and focus on development of the sales cycle
• Manage invoicing for the CEO
• Writing up follow up actions from internal and external meetings with the CEO such as proposals, presentations and documents
• Travel with the CEO as needed
• Attend meetings to take minutes and follow up actions and decisions

Other duties:

• Special Projects - Attend meetings and take ownership of projects and initiatives
• Brand Marketing - To help develop, manage and implement our marketing programmes to develop our brands and secure new business
• To direct and improve our marketing database, inputting new records and cleaning existing ones. To ensure the database is constantly up-to-date and accurate
• Develop the database, with dashboards, segmentation and advanced ideas
• To research sectors and interesting players
• To utilise the database to increase effectiveness across the businesses
• To assist in marketing programmes, especially strategy and direction
• To organise and manage the CEO's speaking engagements, events and travel/logistics
• To attend events, including meet and greet activities
• Manage speaker profiles, speaker bureaus and speaking biography
• Manage the annual staff events calendar
• To co-ordinate internal events
• To co-ordinate and produce a monthly staff newsletter
• Production Support - To assist the team with any necessary design, production and administration required
• Customer Service - To ensure that the companies are able to deliver our agreed scopes of work in a timely and accurate manner, exceeding client expectations
• To respond to the company's six monthly appraisal system and to attend and be pro-active in company or external training courses in order to improve performance and develop new individual skills

Skills and characteristics

• Energetic and focused
• Positive attitude
• Strong verbal and written communication
• Ability to multi-task and prioritise own workload
• Strong people skills - polite but firm in dealing with the public
• Time management and project management skills
• Problem solving
• Business acumen and understanding of business needs
• Being able to create proposals and presentations against briefs given by the CEO or client
• A good understanding of events, research, consulting in the workplace industry
• Dedication to the project
• Advanced MS Office skills, and willingness to learn to use other programmes including Salesforce
• Excellent time management
• Able to deal with company procedures, particularly quality assurance
• Comfortable dealing with workload and problems, and assessing priorities
• Workplace and file organisation
• Experience of being an effective member of a team

If you are interested in applying for this position, please send an MS Word copy of your CV via email.

We look forward to hearing from you.