Executive Assistant

1 YEAR MAT COVER - Executive Assistant - Hybrid role – 2 days in office (Tuesday and Thursday) 3 from home. Job Description :

• Provide comprehensive EA support to CEO and COO, inc diary management, travel coordination, and meeting preparation.
• Helping to organise venues for meetings as well as preparing board meetings that take place on site
• Human Resources - Responsible for onboarding new recruits and sending offer letters, contracts etc
• Arranging meetings and collating documentation for the Board and Membership Committee meetings.
• Dealing with new member enquiries & applications.
• Collation of statistics & data for monthly country surveys and annual world survey to
• During the run up to our 5 conferences, assisting the conference team including :
• Review the conference email inboxes – respond and / or flag to the relevant person
• Administration of VISA request letters
• Reconciling hotel rooming lists to registrations and Cvent (conference software)
• Produce summary reports on number of registrations & Update conference registrations tracker
• Obtain quotes for merchandise, place orders and make payments
• Facilitating the administration of legal documents, those relating to trademarks and registered marks world-wide in collaboration with external legal advisors.
• Diarising regular team meetings, ordering food and assisting with the presentation slides in advance.
• Organising a few social events for the team during the year.
• Communicating IT issues to Commensus (IT supplier) when requested.
• HR support – maintaining personnel records & associated admin tasks.
• Communication management; opening and distributing post; answering all office phone calls, redirecting calls and taking messages, dealing with any urgent matters that may arise.
• Organise / manage the Executive Office cleaning, maintenance, utilities, supplies etc including purchasing milk for office days and keeping items stocked up
• Be onsite when needed for occasional deliveries, fire / alarm inspections or other need. Person Specification :
• Proven experience as an EA or PA and / or similar administrative role.
• Exceptional organisational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite.
• Attention to detail : ensuring accuracy and thoroughness in all tasks.
• Ability to work independently and as part of a team.
• Strong team player, with a willingness to help where needed.
• High level of discretion and confidentiality.
• Live local enough to the office to be onsite if needed. Additional Information : Based in Epsom HYBRID ROLE £35,000 - £40,000 (dependent upon experience) Contributory pension Car Parking 23 days holiday + bank holidays Option for private healthcare 9am - 5pm, Monday - Friday with a 30 minute lunch We appreciate the time you took to apply for this vacancy, however due to the high level of applications that we receive, we can only respond to successful candidates. In the meantime, please check out our website to read more about our company and privacy policy. Optima Recruitment specialists in Permanent & Temporary Recruitment, including; Administration, Secretarial & PA, Accounts & Finance, Graduate Opportunities, Human Resources, Recruitment Consultancy, Sales & Marketing, Customer Service and Legal