Office Assistant jobs in United Kingdom

Wetherby

Full time

Permanent

As an Executive Assistant at Newett Homes, you’ll play a vital role in supporting the CEO and COO, ensuring smooth communication and organisation at the highest level. From managing administration and office operations to coordinating with the Senior Leadership Team, you'll be at the heart of the business. You'll also provide essential HR support, maintaining processes and records to a high standard. This is a fast-paced, dynamic role where your efficiency, discretion, and attention to detail will make a real impact.

What You’ll Get Up To

• Be first point of contact to deal with correspondence and telephone calls, ensuring urgent messages are actioned immediately for both the CEO and COO.
• Manage activities associated with the CEO and COO, including Board meetings, Board member recruitment and training, Board member conferences, induction, and appraisal.
• Ensure a coordinated and effective executive support service exists throughout Newett Homes.
• Diary management including all aspects of meeting management and maintenance of the Corporate Calendar.
• Book travel and accommodation arrangements for both the CEO and COO and organise any personal arrangements required.
• Liaise with third parties to ensure all arrangements run smoothly.
• Receive and host both the CEO and COO guests at HQ meetings.
• Issue agendas, take minutes, document and close actions including maintaining records of actions and logging accordingly for both the CEO and COO.
• Ensure all data, information, and filing is maintained to a high standard and is stored and accessed in line with GDPR legislation and delegated authority levels.
• Collate information and data, prepare reports and documents ensuring accuracy and presentation are to a high standard.
  
  

• Liaise with Directors/External HR partner on various matters.
• Manage the onboarding process for new starters, following the HR onboarding and induction process and working with Line Managers to maintain accurate and up-to-date employee files.
• Manage and monitor Staff Squared regarding absence/holidays/remote working.
• Succession planning - identifying the future resourcing requirements of your team and individuals who show the potential to progress into that position.
• Manage the smooth running of leavers, including exit interviews and reporting back as necessary.
• Accountability to develop and manage individual PDPs and PDRs, aligning them with the strategic direction of the business.
• Manage performance, absence, and conduct concerns.
• Produce job descriptions, advertisements, and packages for new or replacement roles within Newett Homes.
  
  

• Prepare and distribute meeting reports, such as Board packs, including collating contributions from others on time and ensuring they meet the expected standard.
• Liaise with external parties to obtain information or establish facts on behalf of both the CEO and COO.
• Provide both the CEO and COO with daily/weekly/monthly reporting packs as required.
  
  

• Exercise the highest standards of integrity, professionalism, and discretion in carrying out the role and always maintain confidentiality, including the safe handling of highly sensitive information.
• Support in the fundamentals of 3CX, ensuring new starters are set up accordingly.
• Manage and support reception to ensure that expected levels of service are delivered front of house.
• Ensure continuity of the reception function, covering gaps when reception is on leave or breaks.
• Oversee the cost-effective and efficient running of the HQ building including any maintenance issues.
• Maintain records and ensure maintenance of the company phones.
  
  

• Experience within an Executive Assistant role or similar.
• Strong organisational skills: able to manage multiple tasks, prioritise effectively, and keep everything running smoothly.
• Proactive mindset: anticipating needs, solving problems, and taking initiative in a fast-paced environment.
  
  

• Competitive Salary
• 25 days holiday (which will increase with time of service)
• Pension contribution
• Health Insurance