Executive Assistant

This is an amazing opportunity for an experienced Executive Assistant to join a company that is a leader in its field with a lot of growth opportunities.

Company Profile:

Founded in 2010, our client is a boutique headhunting firm specializing in talent acquisition within the dynamic and ever-evolving drinks industry. The company has spent the last 14 years operating globally within the beverage sector, focusing primarily on headhunting mid to senior executives for brand owners and distributors within the beer, wines, spirits, soft drinks, and coffee categories.

The second part of the company supports beverage clients on a broad range of talent requirements: for example, coaching, leadership development, restructures, outplacement, compensation and benefits analysis and employee engagement surveys.

Overall purpose and responsibilities of the role:

We are a privately owned, founder-lead organization and the Executive Assistant will report directly to the founder, supporting the founder and team in a broad range of business administration and project management tasks.

This position offers an exciting opportunity to thrive in a collaborative and entrepreneurial environment, contributing directly to our company's success and expanding your career in the world of talent acquisition.

Duties and Responsibilities:

1. Executive Support:

• Provide comprehensive administrative support to the executive team, key tasks to include:
• Act as a key contact point for client inquiries and updates on behalf of the MD.
• Day-to-day management of the MD’s diary.
• Coordinate interviews and assessments, maintaining clear and timely communication with candidates and internal stakeholders throughout the recruitment process.
• Arrange internal and external meetings for the leadership team as required.
• Produce agendas for meetings and attend meetings to take minutes and issue to participants.
• Plan and organize internal company meetings, and external conferences and events in the UK and abroad, including booking travel.
• Manage all expenses for the MD.
• Check and respond to MD’s emails and post daily when required.
• Draft and edit communications, presentations, and reports, ensuring accuracy and professionalism in all documents.
• Production, proof-reading and printing of presentation material, pitch document and client reports as required by the MD.
• Handling supplier inquiries, building supplier relationships and troubleshooting operation problems where required.
• Sourcing and managing freelance talent as required i.e. SEO agencies, graphic designers etc.

2. Database and Records Management:

• Maintain an organized and up-to-date candidate database, tracking interactions, interviews, and outcomes to update notes to enhance efficiency in talent acquisition efforts.
• Ensure compliance with data protection and privacy laws in managing candidate information and records.

Requirements

• Excellent Communication Skills:

Exceptional written and verbal communication abilities to engage effectively with candidates, clients and other stakeholders, be that over the telephone, in MS Teams meetings, or via email. Ultimately being confident, positive and engaging in all interactions, showcasing our brand in a positive light.

• Attention to Detail:

Meticulous attention to detail in administrative tasks, data management and document creation, ensuring accuracy and professionalism. The ability to proofread to a high level in English language is of critical importance.

• Proactive and Entrepreneurial Mindset:

Demonstrated ability to take initiative, think creatively and adapt in a fast-paced, entrepreneurial environment. Can make effective judgment calls and operate in a fluid environment, defining processes and ways of working to help the team and broader business to be as effective as possible.

• Confidentiality and Professionalism:

Ability to handle sensitive information with utmost discretion and maintain a high level of professionalism in all interactions.

• Time Management and Prioritization:

Strong organizational skills to effectively manage multiple tasks, prioritize workload, and meet deadlines efficiently.

• Collaboration and Teamwork:

Desire to work collaboratively within a close-knit team, supporting each other in achieving common goals and objectives.

Additional Requirements:

• Minimum 8-10 years relevant executive administration experience.
• Must have prior experience assisting international C-level executives.
• Proficient with Microsoft office suite.

Job type: Permanent

Emp type: Monday to Friday - 9 AM to 5 PM CET (3 PM to 11 PM PH Time)

Location: Remote/WFH

Industry: Headhunting Firm specializes in beverages industries.

Expertise: C-level Executive Assistance with International Exposure