Executive Assistant

CheckFire Ltd; Caerphilly; On-site; GBP 33,000 - 40,000; Full time

Benefits offered by this job

Profit Sharing

EV Salary Sacrifice Scheme

Employee Assistance Programme (EAP)

Virtual GP

Free parking

Modern office spaces

Job summary

CheckFire Ltd in the United Kingdom is seeking an Executive Assistant to provide high-level support to one of the Directors. This fast-paced role covers diary management, communications and day-to-day operations across multiple projects.

You will coordinate domestic and international travel, prepare board packs, minutes and agendas, and act as a gatekeeper across internal and external stakeholders. A generous package includes profit sharing and modern offices.

Qualifications

• Excellent organisational and multitasking skills.
• Strong communication skills with senior stakeholders.
• Proficiency in Microsoft Office and task management software.
• Proactive problem-solving mindset.
• Ability to work independently under tight deadlines.
• Research, digest, analyse and present material clearly.
• Confidential and trustworthy with methodical approach.
• 25 Days Holiday + Up to 4 for Christmas Shutdown + Bank Holidays
• Profit Sharing and EV Salary Sacrifice Scheme

Responsibilities

• Act as gatekeeper, coordinator and liaison across internal and external stakeholders.
• Proactively manage the Strategic Projects Director’s diary, appointments and meetings.
• Coordinate travel, accommodation and logistics for domestic and international travel.
• Act as key point of contact for diary management, administrative support, and coordination of day-to-day operations.
• Manage incoming communications, flagging urgent matters and drafting responses for approval as appropriate.
• Prepare agendas, take minutes, and follow up on action items from meetings as requested by the Strategic Projects Director.
• Assist in the planning and execution of special projects, tracking progress and ensuring deadlines are met.
• Handle confidential and sensitive information with discretion.
• Support with duties, including document control, email inbox management and associated activities.
• Ensure deadlines are met and reporting from other departments is received in a timely manner.
• Assist with interpreting and collating reports and updating strategic reporting dashboards.
• Approve invoices and expenses as and when required, as directed by the Strategic Projects Director.
• Organise Board meetings for shareholders, including venue and arrangements such as lunch.
• Ensure completion of the Board pack and distribution to members and non-executive directors.
• Ensure the Board meeting agenda is completed and circulated.
• Organise Shareholder and partner meetings as required.
• Support risk reporting documentation and SLT deliverables.

Skills

Organisation

Multitasking

Communication

MS Office

Problem solving

Independence

Attention to detail

Research & analysis

Tools

Microsoft Office

Task management software

Job description

Up to £36,750 per annum + Profit Share Scheme

About us

CheckFire – serving the fire trade since 1975. With 50 years’ experience in the Fire Safety, nobody knows the trade better. We have established a proven track record of excellence and have earned the respect of our customers by delivering quality products and dependable service.

As the market leader in the Fire Trade, we offer an unparalleled level of capability and reliability. Our stocks are enormous, our service is personal, and our promises are genuine.

About the role

This is a new and exciting opportunity to support our Board of Directors.

This is a fast-paced and varied role that requires exceptional multitasking skills, strong attention to detail, and the ability to prioritise tasks across multiple projects. The Executive Assistant will provide high- level support to one of our Directors and act as a key point of contact for diary management, administrative support, and coordination of day-to-day business operations. This role also supports executive duties for the Board of Directors.

Duties:

• Act as a gatekeeper, coordinator and liaison across internal and external stakeholders
• Proactively manage the Strategic Projects Director’s diary, appointments and meetings
• Coordinate travel, accommodation and logistics for domestic and international travel
• Act as key point of contact for diary management, administrative support, and coordination of day-to-day operations
• Manage incoming communications, flagging urgent matters and drafting responses for approval as appropriate
• Prepare agendas, take minutes, and follow up on action items from meetings as requested by the Strategic Projects Director
• Assist in the planning and execution of special projects, tracking progress and ensuring deadlines are met
• Handle confidential and sensitive information with discretion
• Support with duties, including document control, email inbox management and associated activities
• Ensure deadlines are met and reporting from other departments is received in a timely manner
• Assist with interpreting and collating reports and updating strategic reporting dashboards
• Approve invoices and expenses as and when required, as directed by the Strategic Projects Director

Board Duties:

• Organise Board meetings for shareholders, including venue and any arrangements needed e.g. lunch
• Ensure completion of the Board pack and distribution to the Board members and non-executive directors
• Ensure the agenda for the Board meeting is completed and circulated to all
• Organise Shareholder meetings for Board members and strategic partner meetings as and when required
• Support the Board with the collation and reporting of Strategic Risk reporting documentation. This will include managing SLT deliverables and ensuring risk reporting is updated and well-presented.

Experience:

The successful candidate should have:

• Excellent organisational and multitasking skills, with the ability to prioritise effectively
• Strong communication skills (written and verbal), confident in liaising with senior stakeholders
• Proficiency in Microsoft Office (Word, Excel, Outlook) and task management software
• A proactive, problem-solving mindset with high attention to detail and accuracy
• Ability to work independently and manage multiple priorities under tight deadlines
• The ability to research, digest, analyse and present material clearly and concisely
• Confidential and trustworthy, organised with a methodical approach
• Ability to perform tasks with precision and attention to detail and accuracy, resulting in minimal error
• 25 Days Holiday + Up to 4 for Christmas Shutdown + Bank Holidays
• Profit Sharing - Earn a % of your annual salary (Paid quarterly dependant on financial results)
• Access to EV Salary Sacrifice Scheme
• Employee Assistance Programme (EAP) + Access to Virtual GP appointments for you and your family
• Modern office spaces
• Free parking
• Employee engagement and wellbeing initiatives