Executive Assistant / Team Administrator

Dickens Heath; Metropolitan Borough of Solihull; On-site; GBP 38,000 - 48,000; Full time

Benefits offered by this job

Annual discretionary bonus

25 days holiday plus Bank Holidays

Health care and cash plan

Death in service (x3 salary)

Enhanced pension scheme

Free parking

Job summary

Dickens Heath is recruiting an experienced Executive Assistant to provide high-quality, confidential executive support to the Managing Director and senior management team. This office-based role is 37.5 hours per week, Monday to Friday 9am–5pm with a half-hour lunch, requiring meticulous attention to detail and strong organisational skills.

You will manage complex diaries, arrange global travel (primarily USA), prepare Board packs and minutes, and handle board/discretionary tasks with

Qualifications

• Experience as an Executive Assistant, Personal Assistant, Senior Administrator or Team Administrator essential.
• Strong diary management, meeting coordination, minute-taking and executive administration skills.
• Experience supporting board administration, company secretarial processes or Companies House filings is advantageous.
• Proactive, solutions-focused and able to exercise sound judgement.
• Discreet, professional and trusted when supporting senior leaders.

Responsibilities

• Provide comprehensive executive support to the Managing Director and senior management team.
• Act as the professional first point of contact for internal and external stakeholders, managing communications appropriately.
• Manage complex diaries, appointments, global travel (predominately America) and hospitality arrangements.
• Coordinate meetings and events, including room bookings, setting up technology, preparing agendas and Board packs, actions and follow-up.
• Prepare, proofread and format correspondence, reports, presentations, agendas and management papers.
• Take accurate board and management meeting minutes, recording decisions and actions.
• Support project coordination, action trackers, deadlines and management administration.
• Maintain confidential records, filing systems and sensitive information with discretion.
• Support company secretarial administration, including Companies House filings and statutory records where required.
• Order stationery and office supplies and manage SharePoint access for internal stakeholders.
• Process expenses and mileage claims for the Managing Director and Finance Director.
• Provide flexible administrative support as required

Skills

Diary management

Meeting coordination

Minute-taking

Executive administration

Discretion

SharePoint access

Tools

SharePoint

Job description

We are supporting a key client to recruit an experienced Executive Assistant to provide high-quality, confidential executive support to the Managing Director and senior management team. This trusted role offers broad exposure across the business and is responsible for ensuring diaries, meetings, communications, administration and follow-up actions are managed efficiently and professionally. This is an office-based role working 37.5 hour working week - Monday to Friday 9am until 5pm with half hour lunch. Attention to detail, accuracy, strong organisational skills and a trustworthy nature are essential in this position, as you support as a Personal Assistant / Executive Assistant to the senior management team. Role and responsibilities:

• As an Executive Team Administrator, you will be responsible for providing comprehensive executive support to the Managing Director and senior management team.
• Act as the professional first point of contact for internal and external stakeholders, managing communications appropriately.
• Manage complex diaries, appointments, global travel (predominately America) and hospitality arrangements.
• Coordinate meetings and events, including room bookings, setting up technology, preparing agendas and Board packs, actions and follow-up.
• Prepare, proofread and format correspondence, reports, presentations, agendas and management papers.
• Take accurate board and management meeting minutes, recording decisions and actions.
• Support project coordination, action trackers, deadlines and management administration.
• Maintain confidential records, filing systems and sensitive information with discretion.
• Support company secretarial administration, including Companies House filings and statutory records where required.
• Order stationery and office supplies and manage SharePoint access for internal stakeholders.
• Process expenses and mileage claims for the Managing Director and Finance Director.
• Provide flexible administrative support as required

Knowledge, Skills and Experience:

• Experience as an Executive Assistant, Personal Assistant, Senior Administrator or Team Administrator essential.
• Strong diary management, meeting coordination, minute-taking and executive administration skills.
• Experience supporting board administration, company secretarial processes or Companies House filings is advantageous.
• Proactive, solutions-focused and able to exercise sound judgement.
• Discreet, professional and trusted when supporting senior leaders.

• Annual discretionary bonus
• 25 days holiday plus Bank Holidays
• Health care and cash plan
• Death in service (x3 salary)
• Enhanced pension scheme
• Free parking