Executive Assistant & Administrator

Automated Industrial Robotics; Los Angeles (CA); Hybrid; GBP 30,000 - 45,000; Full time

Benefits offered by this job

Flexible work arrangements

Company bonus

Maternity/paternity leave

Pension plan

Training support

Wellness initiatives

Job summary

Automated Industrial Robotics is seeking a proactive Executive Assistant to provide comprehensive support to the President and the wider business. You will manage diaries, coordinate travel both in the UK and overseas, prepare presentations, and handle confidential communications with professionalism.

This role also covers reception cover, office administration, event coordination, and essential administrative duties.

Qualifications

• Previous experience in an Executive Assistant, Personal Assistant, or Senior Administrative role.
• Excellent organisational and time management skills.
• Strong diary management and meeting coordination experience.
• Experience arranging UK and international travel.
• Proficient in Microsoft Office applications and communication skills.
• Ability to manage multiple priorities and work independently.
• High level of discretion and confidentiality.

Responsibilities

• Executive Support: manage the President's diary, coordinate meetings, and handle confidential correspondence.
• Travel Coordination: arrange UK and international travel and visas as needed.
• Administration: perform document management, data entry, and event coordination.
• Reception and Office Support: cover front-of-house, manage meeting rooms, and monitor supplies.

Skills

Executive support

Diary management

Travel coordination

Reception

Microsoft Office

Communications

Confidentiality

Event coordination

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

Overview:

To provide comprehensive administrative and executive support to the President and wider business, ensuring the efficient coordination of diaries, travel, meetings, communications, and office administration activities. The role will also provide cover for reception and support key business operations as required.

Key Responsibilities:

Executive Support

• Manage the President's diary, scheduling appointments, meetings, and business commitments.
• Coordinate internal and external meetings, including room bookings, agenda preparation, and distribution of meeting materials
• Act as a key point of contact for the President, handling correspondence and enquiries professionally and confidentially
• Prepare presentations, reports, and documents on behalf of the President
• Take meeting notes and distribute actions where required

Travel Coordination

• Arrange and coordinate all travel and accommodation requirements for the President, including domestic and international travel
• Provide holiday and absence cover for travel booking activities, arranging travel and accommodation for employees attending customer sites in the UK and overseas
• Ensure travel itineraries, visas, and supporting documentation are prepared and distributed as required

Administration

• Perform a wide range of administrative duties including document management, data entry and email correspondence
• Maintain accurate electronic and paper records in line with company procedures
• Assist with the preparation and distribution of company communications
• Support the organisation and coordination of company events, conferences, and customer visits

Reception and Office Support

• Provide holiday and ad hoc cover for Reception, including answering and directing telephone calls
• Welcome visitors and ensure a professional front-of-house experience
• Manage meeting room bookings and arrange refreshments for meetings and visitors
• Monitor office supplies and coordinate ordering of stationery and other consumables

Key Skills & Abilities:

Essential Skills and Experience

• Previous experience in an Executive Assistant, Personal Assistant, or Senior Administrative role
• Excellent organisational and time management skills
• Strong diary management and meeting coordination experience
• Experience arranging UK and international travel
• Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint and excellent written and verbal communication skills
• Ability to manage multiple priorities and work independently
• High level of discretion and confidentiality

Desirable

• Experience supporting senior executives or board-level leaders
• Experience of event planning and coordination

Personal Attributes

• Professional and approachable manner
• Highly organised and detail-oriented
• Proactive and adaptable
• Strong problem-solving skills
• Able to remain calm under pressure and manage changing priorities

What we offer:

In AIR, we offer a comprehensive benefits package to support our employees' well-being and professional development, including flexible work arrangements, company bonus, maternity and paternity leave, pension plan, training support, and various wellness initiatives.

About AIR:

Established in 2023, Automated Industrial Robotics Inc from Los Angeles, USA and funded by ARES Management private equity group, AIR is a trusted automation partner empowering our customers to innovate, produce and scale through technology-enabled manufacturing. Our five-hundred-person world-class team operates across 350,000 sq ft of advanced manufacturing space in six facilities spanning America and Europe. With centralized engineering, technology and support, we deliver transformative automation solutions that increase quality, production and efficiency.