Key Responsibilities

Reporting to the Managing Director, the role will include:

Extensive diary management for the Managing Director (manage the manager)

Arrange internal/external meetings as required (including client consultations etc)
Ensure all action points assigned to Managing Director are completed and/or delegated as necessary
Mailbox management for the Managing Director & business
Flag important emails to ensure responses are made in due time
Respond to emails on their behalf where possible

Managing Director:

General:

Incoming calls to the business
Conduct inductions for new members of staff, ensuring the induction presentation is reviewed periodically
Prepare “Welcome Packs” for new starters
Keep the company Organisation Chart updated
Manage the Employee Awards programme to ensure monthly nominees are collated and certificates etc are issued, pictures uploaded to social media/website
Prepare presentations for internal/external use, ensuring correct brand image is projected
Create & Collate monthly KPI submissions from department heads and submit to Managing Director for review
Work with HR to ensure annual appraisals are carried out, documents are filed with Managing Director and high level overviews of individuals are prepared to enable training requirement reviews etc to be conducted
Conduct post-appraisal staff surveys
Work with other departments and offer assistance/advice if requested, e.g working with Sales to review/prepare quotation documents before submission to client
Assist with travel bookings for other members of staff as required
Stock checks
Confirmation emails and updating clients
Reminder calls for bookings
LinkedIn Management
Google review's and follow up calls

Financial:

Fleet Management

Keep up to date information on all vehicles owned by the company (including SORN vehicles)
Collate the monthly mileage returns and document
Ensure vehicle tax/MOT/services is always current
First point of contact for any scheduled/non-scheduled service/repair requirements
Deal with any PCNs that arrive and arrange for payment where necessary liaising with payroll to deduct from driver’s salary or clients
Ensure any speeding notifications or other such Police related matters are dealt with and the driver’s details are forwarded
Liaise with fleet insurers to add/remove vehicles as required
Conduct twice yearly driving licence check on all staff who drive company vehicles
Any other fleet related matters

Sales & Marketing

Be a point of contact for the Marketing department
Work with Managing Director to ensure promotional items are ordered, distributed to relevant sales/operations teams for potential/existing customer base
Work with Managing Director to organise and manage company events
Assist Managing Director with writing communications for internal/external audiences
Liaise with the marketing team to ensure website content is up to date
Liaise with the marketing team for all social media requirements
Prepare monthly e-news (whatsapp) updates to office based staff to keep them up to date with key information
Email marketing

Office Management

Act as first point of contact for office/showroom
Ensure all facilities related matters are dealt with in a timely manner, setting reminders for when preventative maintenance is due, and dealing with reactive maintenance as necessary
Maintain stationery and printing consumable levels
Build good relationships with all supplier contacts and clients
Review supplier contracts periodically to obtain the best market pricing
Work with IT manager to ensure all staff have the correct equipment to carry out their job
Be hands on with regards to matters relating to other offices in the company and deal with issues as requested
Warranty registration for clients
Booking diary management

Ad hoc duties additional to the above job description as required to fulfill the job role

Job Type: Full-time

Pay: From £31,000.00 per year

Benefits:

Work Location: In person

Executive Assistant

SEND Administrative Assistant - HT