Executive Assistant to the MD & Facilities Manager
(Maternity Cover 9 -12 month temporary assignment)

Department: Operations
Hours: 08–5pm or 9-6pm
Location: EMaC Head Office, Crewe
Reporting to: Managing Director & other HOD’s as required.

Role Purpose:

To work as part of a team delivering a first class, professional service, using a range of analysis and communication methods to ensure that the company MD has a precise, creative and attentive personal assistant. Delivering excellent service standard at all times, in line with the company’s turnaround service level. The role will cover PA responsibilities for the Managing Director of EMaC and some assistance to the field sales and Heads of Departments, and requires a high degree of professionalism, confidentiality and independent working. Demonstrating abilities daily, to take ownership of situations, using initiative and communications, at all organisational levels.

Responsibilities and Duties:

  • Organisation of the MD diaries and schedules.
  • Organising and responding to communication on behalf of MD.
  • Profiling and understanding MD requirements.
  • Managing projects in conjunction with management and MD requirements (where applicable)
  • Design and create PowerPoint presentations in conjunction with MD’s requirements.
  • Event management and organisation.
  • Full facilities management.
  • Workshop and Away day organisation and set up.
  • Minuting meetings, agendas and content.
  • Logging action points for HOD’s to action.
  • Provide personal & confidential assistance to MD.
  • Administrative tasks, data input, letter writing, copying, filing, scanning etc.
  • Answering calls & email correspondence and liaising with clients on behalf of MD.
  • Organisation of the other HOD’s diaries and meetings.
  • Hotel and travel accommodation set up for events, HOD’s and all the SDM’s.

Qualifications & Training:

  • Strong Microsoft office skills.
  • Administrative and P.A Experience.
  • Good organisational skills with the determination and dedication to meet objectives and get the job done.

Personal Qualities:

  • Customer focused with demonstrable ‘soft skills’ and empathy with users issues.
  • Delivery focused, able to work calmly & effectively under pressure to tight deadlines.
  • Able to work effectively on a number of issues at one time and manage constantly changing priorities and commitments.
  • Able to plan and manage own time effectively and make decisions on a day to day basis with minimal supervision.
  • A self-starter who displays initiative, drive and enthusiasm.
  • Maintain company confidentiality standards regarding sensitive information.
  • Set the standard for professional behavior within the team.
  • Good communication skills, both oral and written are required in order that documentation required to be provided meets the required standard.
  • Efficient, discrete, flexible, self-motivated, organised.
  • Proactive.

Work Environment:

You may be expected to undertake work away from your designated place of work as part of your routine duties, or in support of projects. You will be required to provide, on a rota basis, support outside of normal working hours. You may, from time-to-time, be required to stay away from home.

All employees are expected to carry out any reasonable instruction given by their senior manager, in line with business requirements.

Responsibility for planning: Effective planning of own work load ensuring structure to the working day to achieve all objectives given making use of the resources available and highlighting resources required within other operational areas or own area in order to achieve those objectives.

Responsibility for problem solving: Responsible for identifying and creating action plans/resolutions for problems identified.

Limits of authority: To raise any quality, operational or customer issues with the relevant department and/or directors.

This job is not intended to be exhaustive, in terms of your role. As a term of your employment you may be required to undertake such tasks or duties, as may be deemed by management reasonable and which fall within your capabilities, commensurate with your level in the Company.

Please apply in writing with full up-to date CV, clearly outlining within your written application what key attributes you can bring to the role and what experience of these that you have. This should be e-mailed to hr@emac.ltd.uk

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