Executive Assistant to the Managing Director

Executive Assistant to the Managing Director

Department

Office

Location

Westertown

Main Duties and Responsibilities

• Act as a trusted partner to the Managing Director, anticipating needs, identifying priorities and helping maintain focus on the issues that matter most to the business.
• Manage the Managing Director’s diary, inbox, meetings, travel and competing priorities.
• Review and prioritise incoming requests, information and commitments, ensuring urgent and strategically important matters receive appropriate attention.
• Prepare agendas, briefings, presentations, reports and professional correspondence to a consistently high standard.
• Coordinate Leadership Team meetings and ensure papers are prepared and distributed in advance.
• Attend and, where appropriate, represent the Managing Director at internal meetings, ensuring key messages are shared clearly and relevant feedback, actions and risks are captured.
• Capture decisions, actions, owners and deadlines, maintaining clear records and effective action tracking.
• Drive accountability across the Leadership Team by proactively following up actions, identifying barriers to delivery, professionally challenging slippage and escalating risks where appropriate.
• Support Board and shareholder meetings, including meeting packs, minutes, governance records and follow-up actions.
• Coordinate strategic and cross-functional projects, monitoring milestones, risks and progress against agreed objectives.
• Manage key internal and external stakeholder interactions on behalf of the Managing Director, ensuring a professional, responsive and positive experience.
• Support the adoption and implementation of AI tools and digital ways of working, helping leaders use technology to improve productivity, decision-making and organisational effectiveness.
• Build strong working relationships across the business and collaborate closely with the Business Support Manager and administration team while retaining ownership of executive priorities.

Experience and Qualifications

• Significant experience in an Executive Assistant, Personal Assistant or senior administrative role.
• Experience supporting a Managing Director, Executive Team, Leadership Team or Board.
• Outstanding organisational skills, with the ability to manage multiple priorities and deadlines effectively.
• Excellent written and verbal communication skills, with strong attention to detail.
• Confidence and credibility to engage with senior leaders and hold people accountable to agreed commitments.
• Strong stakeholder management skills and the ability to build trusted working relationships at all levels.
• Sound judgement, complete discretion and the ability to handle confidential information appropriately.
• A proactive, solutions-focused approach with the confidence to work independently and take initiative.
• Strong Microsoft 365 skills, particularly Outlook, Word, Excel, PowerPoint and Teams.
• Confidence using digital tools, including a willingness to learn and apply AI responsibly to improve administration, communication and workflow management.
• The ability to remain calm, adaptable and effective in a fast-paced environment.

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