Interim Executive Assistant

MPLOY Limited; New Milton; On-site; GBP 2,135,000 - 3,168,000; Full time

Job summary

Our client in New Milton is seeking an experienced Executive Assistant to support the Managing Director and the executive leadership team on an interim basis.

You will manage calendars, schedule meetings, arrange travel, prepare documentation, and coordinate with cross-functional teams to ensure timely delivery and confidentiality. The role includes weekly London travel and occasional regional visits.

Qualifications

• Recent experience in a similar executive-support role.
• High attention to detail and professional demeanor.
• Ability to manage multiple priorities and deadlines.

Responsibilities

• Provide full secretarial and administrative support to the MD and executives.
• Manage calendars, schedule meetings, events and travel arrangements.
• Coordinate cross-functional activities and corporate initiatives.
• Prepare minutes, documentation and distribute actions promptly.
• Handle expenses, invoicing and inbox management with discretion.
• Maintain confidentiality and professional communication at all times.
• Support additional duties to back executives as needed.

Skills

Calendar management

Meeting scheduling

Travel arrangements

Secretarial support

MS Office

Executive support

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Our client based in New Milton is a market leader in delivering solutions and professional services to the UK’s property sector, they have a need for a highly experienced Executive Assistant to join their team on an interim basis to support the MD and the executive leadership team.

You will work primarily with the Managing Director and, from time to time, may also provide some additional support to other Executive Directors. You will provide a variety of professional and dependable secretarial & administrative support to the Managing Director including the following:

• Provide full and comprehensive secretarial and administrative support including managing calendars, scheduling meetings, events, and travel arrangements.
• Collaborate with cross-functional teams to support corporate initiatives and ensure effective communication and coordination.
• Oversee day-to-day activities, ensuring executives are prepped, informed and well-organised.
• Building strong relationships with all levels across the business and key external stakeholders.
• Planning and prioritising workload, proactively highlighting any issues or conflicts, and suggesting solutions.
• Co-ordinate projects and meetings including taking minutes of meetings, creating documentation, and distributing in a timely manner as well as co-ordinate the completion of key actions prior to the next meeting.
• Collate key company data and reports using consistent format in preparation for the Executive Board / Review meetings.
• Provide general day-to-day activities including expenses, invoicing and inbox management.
• Maintain high standards of professionalism and strict confidentiality at all times.
• Any additional duties which may from time to time be necessary to support the executives.

Applicants must have recent experience in a similar role and a proven track record of providing secretarial support to Director / Executive level. High attention to detail is a must, as is a friendly and professional manner; you must be comfortable communicating with peers, other departments, and external stakeholders. You will possess excellent time management skills, have a clear understanding of and ability to meet deadlines, an inquisitive nature, be a keen problem solver, self-starter and a sense of owning workstreams. You must also be able to demonstrate intermediate to advanced Microsoft skills (Word / Excel / PowerPoint).

Additional information:

• There will be a travel requirement within this role to be in London one day a week (the day may vary depending upon business needs)
• There will be additional travel required on an hoc based to or other regional offices (Luton, Worcester and Torquay) to support with monthly executive meetings and biannual roadshow events

The position is offered on an interim / temporary basis, with the initial assignment expected to last 3 months; the assignment could be extended and could also go permanent for the right candidate. The role will require a fairly immediate start, with hours of work from Monday to Friday 09:00 am to 17:00 pm. Pay rate will be commensurate with experience but will be from £15.50 to £23.00 per hour.