Executive Assistant

Basildon, Essex
RLE International

Executive Assistant

RLE International is working on behalf of their Essex based Automotive Client, who are currently looking for an Executive Assistant to support and join their expanding team.

Our client offers a wide range of unique opportunities available to suit some of the best people and brightest minds in the automotive industry.

They are positioned to become the most desirable Asian brand in Europe, and they need your help to get there.

Position Description:

Rate: £23.18 (PAYE) per hour via Umbrella rising to £28.03 (PAYE) per hour after 12 weeks as per AWR Regulations

Executive Assistant for Chair and Managing Director:

This role is pivotal in supporting the Chair and Managing Director in completing the day-to-day requirements of their role and enabling them to be as effective as possible.

• Proactive diary management
• Resolve conflicts, arrange meetings, ensure pre-briefing as appropriate (meetings and documents in place).
• E-mail monitoring.
• Handle Proxi In-Box
• Identify and acknowledge customer communications and re-direct or investigate and respond as appropriate.
• Identify and respond to ad hoc requests.
• Identify and handle external requests appropriately.
• Mailbox Vacation oversight Travel co-ordination for domestic and international travel
• Coordination of Meetings (Internal / External)
• Invites, Rooms, MEAR, Catering etc
• Managing Correspondence; drafting response, directing as appropriate, file copies.
• Managing / Coordinating Signatures and Delegation of Authority
• Ad Hoc assistance with Expenses
• Manage Records Retention
• BCP Call Tree Maintenance
• Redirecting company enquiries Input to European Contact
• Documents Receiving Bay Collections
• Ad Hoc tasks as required/

General Administration Support:

Proactively support Dealer Working Groups and General Meetings including FDC MEAR preparation and approval

Meeting Invites

Catering Requisitions

Meeting Room Coordination and Logistics.

Agenda and Pre-Read Distribution. Liaison with Secretary.

Coordination of meeting Decks e.g FDC, PVWG, CVWG etc.

Combining input into one deck for meeting and chasing input and handover to meeting owner.

Manage ROPA coordination with appropriate teams and including 6 months review.

Coordination of HQ / V-Building MPR and breakout rooms as required.

Coordination of mail for the building and distribution to teams / individuals Support with general admin support including DocuSign and TER expense training for new starters.

Temporary badge administration for access to HQ for employees, visitors, and contractors

BulkMail administrator for e-mails to specific teams /whole team/ HQ building

First point of contact for annual subscriptions and memberships for SMMT, CBI and BITC

Arranging Lyreco stationery orders and maintenance of stationery cupboard and paper/toner for printers in Office

Broader Director Administrative Support:

Travel Coordination for international travel.

Receiving Bay Collections

Delegation of Authority Director Programming and Distribution Support

Travel coordination for international travel.

Coordination of large Meeting Invites

Bulk Mail subscription lists for Assumption and Allocation team distribution

SharePoint administrator for C02 Sharepoint

Skills Required:

Good written and verbal communications A track record of collaborating within a team.

The ability to plan and prioritise. Flexibility in the face of changing priorities.

Additional Information:

INSIDE IR35

Location: Hybrid typically 3 days in the office & 2 days working remotely

Please note: Due to the high level of applicants, only successful candidates will be contacted

Eligibility: Due to working on behalf of our client, unfortunately if you require sponsorship for a visa to work in the UK your application will be automatically declined

NO AGENCY CALLING