Executive Assistant at Aston Holmes

Are you a highly organised & proactive individual who thrives in a fast-paced and dynamic work environment?

Are you skilled at managing multiple tasks simultaneously while maintaining a keen attention to detail?

If so, we have an exciting opportunity for you!

We are seeking a talented & dedicated EA to join our team.

You will provide essential administrative support to one of our directors & co-founders, enabling them to focus on strategic initiatives and achieve our business goals. You will play a crucial role in ensuring smooth operations and effective communication within our business.

Your responsibilities will include:

• Act as a trusted partner to the director & senior team.
• Manage and maintain the director's fast-moving schedule, including scheduling across multiple time zones and various accounts.
• Serve as the primary point of contact between our internal team, clients, and candidates.
• Format information for internal and external communication, such as emails, presentations, and reports.
• Assist the director with weekly, monthly, and adhoc reporting by gathering and analysing data, preparing reports, and identifying trends and areas of improvement.
• Support the director in preparing documents; editing, proofreading, and creating presentations.
• Work closely with the director to manage databases, ensuring accurate and up-to-date records with all necessary supporting documents.
• Take minutes during meetings and follow up on actionable items.
• Provide personal support to the director including handling travel itineraries (local and international), booking flights, accommodation, boarding passes, managing travel expenses, reimbursements, and visa applications when required.
• Manage meeting room reservations, room-setups, audio-visual requirements and catering for special events where the director is involved.
• Anticipate the needs of the director and proactively address them by managing upwards
• Assist other teams experiencing high workloads and handle critical tasks as needed.
• Identify opportunities for process improvement and implement streamlined systems to enhance efficiency.
• Perform any other necessary administrative duties.

What we are looking for:

• Experience in the recruitment industry is beneficial.
• Previous experience as an Executive Assistant or in a senior administrative role in an office environment.
• Strong communication & collaboration skills.
• Excellent interpersonal skills.
• A positive attitude, strong work ethic, and ability to work independently as well as part of a team.
• Advanced computer proficiency, including Microsoft 365 and G Suite.
• Ability to manage multiple end-to-end projects.
• Experience with electronic diary management.
• Proven track record in organisational and time management skills.
• Ability to handle confidential information responsibly and maintain professionalism and integrity at all times.
• Flexibility and adaptability to accommodate changing priorities and deadlines.
• Excellent attention to detail with the ability to maintain a high level of accuracy.
• Solutions-oriented mindset with high learning agility.
• Own transport is preferable.