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Executive Assistant / Business activities

Deploy UK Rail

Welwyn Garden City


£35000 - £40000/annum


Posted: 21/11/2023

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PurposeDeploy Recruitment Group is looking for a business-savvy EA who enjoys the challenge of positive change. Deploy is the go-to consultancy for infrastructure and technology recruitment that wants to positively impact the efficiency, safety, compliance and working practices both internally and to our clients. This position will provide crucial support to the CEO/Managing Director and requires an individual with exceptional organisational skills and the capacity to manage a diverse workload efficiently. We are searching for a candidate who excels at navigating dynamic and challenging situations and possesses a versatile and adaptable approach to collaborating with individuals with differing priorities. Additionally, the ideal candidate should be able to effectively engage in upward management, engage in constructive dialogue with the Managing Director and executives, and maintain composure in high-pressure and unpredictable environments.The preferred candidate will proactively embrace challenges with creativity and maintain a positive outlook. This role is ideally suited for someone who thrives in a fast-paced and diverse work environment where they can confidently interact with stakeholders at all levels.Key Responsibilities• Proactive inbox and diary management, including CEO/MD personal diary and appointments. • Monitor and respond to LinkedIn and other social platforms.• Ability to act on behalf of stakeholders and first point of contact.• Provide administrative and coordination support to the Senior Leadership Team alongside the CEO/MD.• Effective gatekeeping, planning, and scheduling. • Draft high-quality correspondence and communicating on the stakeholder’s behalf. • Preparation and timely circulation of agendas, materials, minutes/actions, monitor and follow up of activities.• Communicate with clients directly, screening calls and providing responses, including resolving and/or directing enquiries/requests to more appropriate areas within the business. • Undertake general secretarial duties, database management and document version control to achieve a high standard of presentation, content, accuracy, and ease of retrieval. • Support the CEO with external advisor activities. • Attend meetings with the CEO if required to take meeting minutes; proactively follow up on any action points. • Ability to produce PowerPoint presentations and amend where necessary.• Develop and maintain rolling to-do lists, proactively driving tasks forward as necessary. • Utilising the business travel agent platform/software to arrange complex travel, visa, and itineraries. • Organise and arrange intercompany events such as summer and Christmas parties. • Interactions between offices to ensure all office processes and procedures are up to date and maintained. • Proactively working with the CSR and charity Skills and Competencies• Excellent organisational skills with the ability to prioritise workload and handle multiple requests. • Strong team player who can thrive in a collaborative working environment. • Works well under time pressure, can demonstrate a flexible approach to work and is available as and when needed. • High level of accuracy with excellent attention to detail • Strong interpersonal skills with the ability to communicate with tact and diplomacy, both verbally and in writing, with all levels of the organisation. • Ability to handle confidential issues with utmost sensitivity and discretion. • Professional attitude and high levels of integrity • Proactive in anticipating and identifying potential problems and offering innovative solutions. • Adaptable and open to change, confidently suggesting improvements when appropriate. Qualifications and Experience• A minimum of 5 years experience as an Executive Assistant for a CEO and senior management team.• Educated to at least “A” Level standard, ideally degree level or equivalent.• Advanced proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, SharePoint). • Excellent oral and written communication skills. • Industry knowledge is desirable. • An interest in innovation and automation technologies beneficial• Proven record of making proactive business change

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