Executive Assistant

Get Staffed Online Recruitment Limited; Edgware; On-site; GBP 32,000 - 34,000; Full time

Job summary

A leading procurement firm is seeking an organized Executive Assistant in Edgware. The ideal candidate should have over 5 years of experience and will support various administrative tasks, from maintaining records to assisting the finance team. This role offers a salary of £32,000 to £34,000, with a full-time on-site schedule.

Qualifications

• 5 years as an Executive Assistant or Administrative Officer.
• Excellent written and verbal English with strong business communication skills.
• Exposure to finance administration is a plus.

Responsibilities

• Maintain leave records and attendance logs.
• Ensure proper filing and archiving of documentation.
• Act as the first point of contact for teams and stakeholders.
• Assist with preparing quotations and invoices.
• Enter and file supplier invoices in the accounting system.

Skills

Strong organizational skills

Attention to detail

Proficiency in Microsoft Office Suite

Professional interpersonal skills

Ability to handle multiple tasks

Education

Secretarial, administrative, or business administration qualification

Basic bookkeeping training

Job description

The Opportunity

Only EXECUTIVE ASSISTANT (Administrative Support) candidates who meet all the requirements listed below will be considered for this position.

Please do not apply if you are not an Executive Assistant and have at least 5 years' experience.

Our client, a trusted procurement leader in the global steel market since 1973, is seeking a highly organised Executive Assistant (Administrative Support) to manage a wide range of clerical and administrative tasks. This role is essential in supporting day-to-day operations, ensuring smooth office coordination, and providing accurate administrative assistance to leadership and supporting teams. The position is based at their Edgeware headquarters, with occasional coordination across regional offices as needed.

Key Responsibilities

1. Administrative and Office Support:

• Maintain leave records, attendance logs, and general HR-related administrative files.
• Oversee document control, filing systems, and version management to ensure accurate and accessible records.
• Support office operations such as ordering supplies, handling incoming communications, and liaising with service providers.

2. Compliance and Recordkeeping:

• Ensure documentation is properly filed, archived, and audit ready.
• Assist with compliance checks for supplier onboarding and trade-related paperwork.
• Maintain accurate logs of contracts, agreements, and related documentation.

3. Communication and Coordination:

• Act as the first point of contact for internal teams and external stakeholders, including suppliers, customers, and logistics partners.
• Coordinate and follow up on action items to ensure deadlines are met.
• Prepare meeting notes, circulate action points, and support cross-departmental communications.

4. Sales and Operations Administration:

• Assist with preparing standard documentation (e.g. quotations, purchase orders, shipping documents, invoices, and certificates).
• Track and update order status spreadsheets and share progress with relevant teams.
• Verify supplier documents against purchase orders and flag discrepancies.
• Support the sales team with clerical tasks, including data entry and filing of client records.

5. Finance Administration:

• Enter and file supplier invoices, purchase orders, and receipts in the accounting system.
• Support the reconciliation of expense claims and petty cash records.
• Maintain accurate records of payments and update tracking spreadsheets.
• Assist finance staff with routine clerical tasks (e.g. copying, filing, preparing basic reports).

Qualifications

• Education: Secretarial, administrative, or business administration qualification; Basic bookkeeping training is an advantage.
• Experience: 5 years as an Executive Assistant or Administrative Officer; Exposure to finance administration is a plus.
• Language: Excellent written and verbal English with strong business communication skills.

Skills and Competencies

• Administrative excellence: Strong organizational skills, meticulous record-keeping, and ability to handle multiple tasks.
• IT proficiency: Skilled in Microsoft Office Suite (Word, Excel, PowerPoint); Familiarity with databases and ERP/CRM systems is advantageous.
• Communication: Professional interpersonal skills with the ability to draft accurate documents and liaise effectively.
• Detail orientation: Careful attention to accuracy in clerical and administration records.
• Team collaboration: Ability to work closely with sales, operations, and finance teams to support business needs.

Experience Requirements

• 5+ years in administrative or executive assistant roles with exposure to clerical support.
• Proven ability to maintain confidentiality and handle sensitive information.
• Experience managing office operations and supporting senior leadership.
• This role does not offer visa sponsorship. Applicants must already have the unrestricted right to work in the UK.

Desired Personal Attributes

• High level of integrity and professionalism.
• Results-driven with a service-oriented mindset.
• Strong attention to detail and accuracy.
• Resilience under pressure and capacity to manage multiple priorities.

Environment and Culture

• A fast-paced, client-focused environment requires meticulous attention to detail.
• Collaboration across multi-national teams and partners.
• Commitment to continuous improvement and adoption of new technologies to enhance efficiency.

Compensation

• £32,000 to £34,000 (negotiable based on experience)
• Schedule: Monday to Friday; Full-time
• Location: On-site

To Apply

Please submit a current CV outlining relevant experience, especially in sales and accounting administration and any international trade exposure. Include permission to contact references upon request.

At this time, our client does not have the capacity to sponsor work visas, and they do not anticipate this changing in the near future. So, candidates must be UK citizens or must be authorised to work in the United Kingdom without sponsorship.