Proactive is an HR & Consultancy firm.

Our client in the financial sector and based in Black River, is looking for an Executive Assistant.

Job summary

This is a diverse role which is pivotal to supporting the business and is integral in establishing the reputation of the company as a client focused business who meet and exceed client expectations.   The role is part of a small team, within the support function, and requires the post holder to work independently and collaboratively across the business.

To provide high quality reception, secretarial and administrative services to the company. To proactively deliver excellent customer service in relation to Director level business travel, client visits, document production, managing telephone calls, office management and ensuring that queries are resolved efficiently and effectively

KEY RESPONSIBILITES 

• Acting as the main switchboard and reception co-ordinator by answering calls, taking and distributing messages in a professional, accurate and timely manner
• Meeting and greeting clients, members of the public and visitors to the offices in a friendly and courteous manner ensuring they receive the highest level of client service
• Managing the internal meeting rooms, organising refreshments, transport and accommodation
• Distributing incoming post and co-ordinating outgoing mail collection and courier deliveries, including maintenance of the register of couriers
• Handling basic housekeeping tasks and managing petty cash
• Performing ad-hoc administrative duties such as copying, faxing, scanning and filing
• Maintaining stocks of kitchen supplies and office stationery from approved suppliers
• Creating, maintaining, and entering information either manually or electronically as required
• Maintaining control over office keys and other office registers and logbooks
• Updating of internal telephone extension list
• Liaising with various suppliers of services and products
• Assisting colleagues with administrative tasks as required
• Scheduling appointments with the directors and maintaining the client meeting schedule
• Managing all business travel arrangements
• Helping prepare for board, other meetings and business trips
• Attend to scheduling and minute taking of client committee
• Accurately recording minutes and file notes from meetings as required
• Completing any other duties as may be required from time to time in accordance with the requirements of the role, team and evolving nature of the function.
• In all aspects of your role, display and adhere to the company’s vision and values.

KEY COMPETENCIES & SKILLS 

•           Degree Holder (or equivalent)

•           Minimum 3 years’ experience as an executive assistant or other relevant administrative support experience

•           Strong IT skills, including practical experience of Microsoft Outlook, Word and Excel

•           Good typing speed and accurate and efficient note taking ability

•           Excellent written and verbal communication skills and a clear telephone manner

•           Excellent time management, prioritisation and organisational skills

•           A flexible attitude towards work and a willingness to assist other members of the team as required

•           Highly discrete and professional

•           Excellent client and organisational focus

•           Ability to work accurately with good attention to detail

Proactive reserves the right:

To call only the shortlisted candidates for interview

Not to make any appointment following this advertisement nor to assign any reason whatsoever for accepting or rejecting any candidate.