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Executive Assistant

Autoglassbusiness

Bedford

Hybrid

GBP 40,000

8 days ago

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Job summary

An established industry player is seeking a dedicated Executive Assistant to support its Executive Team. This pivotal role involves managing complex diaries, coordinating travel arrangements, and ensuring seamless communication across various stakeholders. The ideal candidate will possess exceptional organizational skills, a proactive approach, and the ability to navigate sensitive situations with discretion. With a focus on collaboration and care, this role offers the opportunity to thrive in a dynamic environment while making a meaningful impact. Join a forward-thinking company that values genuine relationships and fosters a culture of support and innovation.

Benefits

20% annual performance-related bonus

25 days annual leave plus bank holidays

Private medical insurance

Qualifications

  • Proven experience as a Personal Assistant supporting senior executives.
  • Advanced proficiency in Microsoft Office Suite and strong organizational skills.

Responsibilities

  • Manage complex diaries and travel arrangements for four Executive members.
  • Coordinate meetings and handle invoicing and expenses for the Executive team.

Skills

Diary Management

Travel Arrangements

Communication Skills

Problem-Solving

Attention to Detail

Organizational Skills

Microsoft Office Suite

Education

Experience as a Personal Assistant

Tools

Microsoft Office Suite

Job description

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About Autoglass And Laddaw
We’re a recognisedsuperbrandand we know where we’re going. We’re a business with direction and purpose and regardless of your role here, it’s about us all making a difference with real care. We never stand still. We’re relentless,innovativeand ambitious, always looking to go further and improve, which creates a world where we need genuine and driven people to help us get there.

Contract Type
Regular
Making a Difference Together.
As a truly people focusedbusiness, we believe in promoting opportunities for all, welcoming people who share our passion for enabling exceptional customer experience. We’ll support you with fantastic toolsand training in an atmosphere that encourages idea contribution and collaboration working with warm,friendly and real people. If this sounds like somewhere you’ll thrive,keep reading.

Executive Assistant to 4 Executive Directors
£40,000 + 20% annual company performance related bonus, 25 days annual leave plus bank holidays, private medical
Hybrid / Priory Park, Bedford – 2 days per week

Role Summary
The Executive Assistant (EA) to the Executive Team is a critical role providing comprehensive administrative and organisational support to four Executive members. This role requires a highly skilled individual with strong interpersonal and communication abilities, along with the capacity to navigate complex and sensitive situations with discretion and diplomacy. The EA must embody and promote our values, ensuring that all actions and decisions are made with a focus on relationships rather than hierarchy.

Accountabilities And Responsibilities

  1. Diary Management
    • Coordinate and manage complex diaries for four Executive members, ensuring all schedules are aligned and conflicts are resolved with respect to the company’s values of collaboration and care.
    • Proactively anticipate and resolve scheduling conflicts, balancing the needs and commitments of all stakeholders.
    • Ensure that Execs' diaries are kept up-to-date and accurate, including booking meetings, coordinating meeting arrangements, sourcing and booking venues, and sending invitations.
    • Proactively manage the Execs' time by thinking ahead to determine where and how they should be spending their time based on business priorities and key relationships.
  2. Meeting Coordination
    • Arrange and manage all aspects of meetings.
    • Ensure meetings are organised efficiently and effectively.
  3. Travel Arrangements
    • Organise and manage complex travel arrangements, including flights, accommodation, and itineraries, with a focus on meeting the preferences and requirements of the Executive member.
    • Ensure that all travel arrangements are managed efficiently and within budget.
    • Produce comprehensive itineraries and manage last-minute changes or disruptions with professionalism, ensuring solutions align with the company’s caring and driven nature.
  4. Expense and Invoice Management
    • Handle invoicing, expenses, and budget tracking for the Executive team, ensuring accuracy and timely processing. Raise and monitor Purchase Orders (POs) throughout the year on behalf of the Execs.
  5. Room Bookings and Facilities Coordination
    • Manage room bookings and facilities arrangements for the Executive team, ensuring logistical needs are met while considering the impact on others.
    • Engage with colleagues to find mutually agreeable solutions in situations of limited room availability.
  6. Task Prioritisation
    • Prioritisation of Tasks: With responsibility for supporting four Executive members, the PA must expertly prioritise tasks to ensure that the most critical and time-sensitive activities are addressed first. This requires a keen understanding of the business's strategic objectives and the ability to balance competing demands effectively.
    • Proactive Management: Continuously monitor and adjust priorities based on changing circumstances, ensuring that urgent matters are handled promptly while longer-term tasks are managed effectively.
    • Effective Communication: Clearly communicate priorities to the Executive team, ensuring that expectations are managed and that all parties are aligned on the most important tasks and deadlines.
  7. Building and Navigating Networks
    • Establish and maintain a strong network within the international group, ensuring that relationships are built and nurtured across different regions and departments. This network is crucial for navigating the complexities of our business and ensuring that tasks are completed efficiently and effectively.
    • Navigate the business landscape both in the UK and internationally, utilising strong communication and relationship-building skills to ensure that tasks are completed, and objectives are met.

Communication

  1. Diplomacy and Tact
    • Demonstrate exceptional diplomacy and tact in all interactions, ensuring communication is respectful and considerate of others.
    • Handle sensitive situations with care, ensuring that decisions are driven by the company’s collaborative and caring ethos.
  2. Relationship Management
    • Build and maintain strong relationships across the organisation, fostering a collaborative environment where everyone’s needs are considered.
    • Influence and negotiate solutions that benefit all parties involved, without resorting to hierarchical approaches.
    • Develop and maintain a strong network within the international group, ensuring effective communication and collaboration across regions.
  3. Professionalism and Discretion
    • Maintain a high level of professionalism in all communications, ensuring that all interactions reflect the company’s integrity and respect for others.
    • Handle confidential information with discretion and ensure that privacy is always maintained.
  4. Problem-Solving
    • Utilise strong problem-solving skills to manage the complex and dynamic nature of the role.
    • Proactively identify potential issues and present solutions.
  5. Attention to Detail
    • Demonstrate exceptional attention to detail in all aspects of the role, ensuring that tasks are completed with precision and care.

Personal Specification

Essential Skills & Experience

  • Proven experience as a Personal Assistant, ideally supporting senior executives in a relationship-driven environment.
  • Experience in managing diaries, travel, and meetings for multiple senior leaders simultaneously.
  • Advanced proficiency in Microsoft Office Suite.
  • High-level computer literacy.
  • Strong organizational and time-management skills, with the ability to effectively prioritize and manage multiple tasks simultaneously.
  • Accurate with strong attention to detail.
  • Proactive, takes initiative, and responsibility whilst being flexible and adaptable.

Who We Are
Belron UK Ltd (trading as Autoglass and Laddaw) are part of the global Belron group of companies, the world's leading vehicle glass repair and replacement business. Home to 29,000 employees, Belron operates across over 30 countries and 6 continents to ensure all our customers receive the best quality service.

Our Values of Caring, Genuine, Collaborative and Driven are our DNA and underpin everything we do by shaping how we interact with our people internally, and our external partners and customers.

Our purpose as one of the Belron group of companies, is making a difference with real care.

Accessibility:We make every effort to make our web presence accessible to all. Upon request and consistent with applicable laws, we’ll provide reasonable accommodations to individuals who need assistance in the application/hiring process. For assistance, contact us at recruitment@belronuk.com.

Seniority level
  • Mid-Senior level
Employment type
  • Full-time
Job function
  • Administrative
  • Industries
  • Motor Vehicle Manufacturing

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