Executive Assistant

V.Group; Glasgow; On-site; GBP 26,000 - 36,000; Full time

Job summary

V.Group in the United Kingdom is seeking an experienced executive assistant to provide full secretarial support to the Managing Director, acting as a focal point between colleagues, clients and shareholders. You will manage a complex diary and email stream, organise travel with attention to detail, prepare presentations and reports, and coordinate meetings and expenses.

This role requires discretion, proactive planning and strong interpersonal skills to collaborate across IT, HR, Legal and head

Qualifications

• Experience in a similar role within a global organisation.
• Excellent planning, organisational and numerical skills.
• Proactive, self-motivated with a flexible attitude.
• Excellent interpersonal and communication skills.
• Ability to build relationships with employees and stakeholders at all organisational levels.
• Computer literate with advanced proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
• Integrity, trustworthiness, discretion, highly confidential with a 'can do attitude' are essential qualities.
• Ability to collaborate with peers and seniors across business to pull people together and influence schedules.
• Ability to coordinate activity amongst a range of different functional teams (e.g. IT, HR, Legal, Head Office).

Responsibilities

• Provide full secretarial support to the Managing Director as and when required. Acting as focal point of contact and be an efficient liaison between colleagues, clients and shareholders.
• Manage a complex, fast-paced and changing diary and email correspondence involving extensive travel and senior level engagement.
• Organise consistently all related travel arrangements and requirements to exact specification, with great attention to detail, anticipating changes/risks etc
• Provide high level support in production of presentations, pitches, reports, proposals in line with Director's requirements - could include proofreading, managing versions of edits and documents
• Schedule, book and arrange resources for meetings, events, appointments, and travel, following company policies for contracting with external and internal suppliers
• Submit expenses on behalf of Directors
• Ensure that all schedules, and preparatory meeting material is received prior to meetings.
• Be flexible to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units.

Skills

Secretarial experience

Diary management

Travel coordination

Presentation skills

MS Office

Communication skills

Stakeholder management

Discretion

Collaboration

Cross-functional coordination

Tools

MS Office

Job description

• Provide full secretarial support to the Managing Director as and when required. Acting as focal point of contact and be an efficient liaison between colleagues, clients and shareholders
• Manage a complex, fast-paced and changing diary and email correspondence involving extensive travel and senior level engagement.
• Organise consistently all related travel arrangements and requirements to exact specification, with great attention to detail, anticipating changes/risks etc
• Provide high level support in production of presentations, pitches, reports, proposals in line with Director's requirements - could include proofreading, managing versions of edits and documents
• Schedule, book and arrange resources for meetings, events, appointments, and travel, following company policies for contracting with external and internal suppliers
• Submit expenses on behalf of Directors
• Ensure that all schedules, and preparatory meeting material is received prior to meetings.
• Be flexible to undertake nominated/additional duties in order to ensure the smooth flow of work through the team or business units.

• Experience in a similar role within a global organisation
• Excellent planning, organisational and numerical skills
• Proactive, self-motivated with a flexible attitude
• Excellent interpersonal and communication skills
• Ability to build relationships with employees and stakeholders at all organisational levels
• Computer literate with advanced proficiency in Microsoft Word, Excel, Outlook and PowerPoint
• Integrity, trustworthiness, discretion , highly confidential with a 'can do attitude 'are essential qualities
• Ability to collaborate with peers and seniors across business to pull people together and influence schedules
• Ability' to coordinate activity amongst a range of different functional teams (e.g. IT, HR, Legal, Head Office).