EA to the Managing Director, Collins

The Managing Director of Collins is looking for a dynamic, proactive, detail-focussed, and highly organised individual to take on the role of Executive Assistant. The purpose of the role will be to assist the MD as we drive growth and profitability within the division. By working closely with the MD and leadership team and building an excellent network across the division, the right candidate will play a crucial role in a high-performing team.

For an interested candidate, there is the opportunity to gain unparalleled insights into the working of the division, by observing key strategic and commercial meetings and assisting the MD with management and planning.

Key tasks and accountabilities:

• Anticipate, plan and deliver the needs and requirements of the MD

• Have a balanced approach to people of all levels and act as the positive ‘front of house’

• Champion the culture of the division and be the heartbeat for social and team activities

• Diary and inbox management for the MD

• Organising and co-ordinating internal and external meetings for the MD and leadership team as required

• Preparing agendas and minutes for key divisional meetings

• Put together papers & summary information packs for meetings

• Prepare / proof reading presentations and documents for the MD as required

• Preparing monthly Executive Committee reports with input from the leadership team and managers in the division

• Follow-up on progressing key actions / conversations

• Providing the MD with support for a wide range of initiatives/projects

• Managing travel and expenses for the MD

• Processing invoices and purchase orders as required

• Organisation of leadership & team away days/off sites and events

• Planning and managing team events and social activities

• Be the key point of contact internally and externally when the MD is out of the office or unavailable

• Proactive, calm and efficient support that facilitates the successful running of the division

• Creating a non-hierarchical and respectful environment, where the MD is approachable

• EA operates as MD ‘right hand person’ ensuring projects are progressing, actions are carried out to deadline, plus communication is clear and timely

• EA needs to be approachable by all levels

• Maintaining the friendly and supportive culture within the division

• To be able to handle problems/issues with very senior or very junior staff with sensitivity

• Proactive in identifying initiatives to promote an inclusive culture across different sites.

• Coordination with Collins offices in other areas of the UK, including some administrative support.

• Maintain positive relationships with peers in other divisions, and work together to facilitate effective support to the wider exec team and deliver central initiates.

• No diary clashes, successful management of office time & of access for all key people needing time with the MD.

• Working with IT / tech to resolve hardware and software issues for the MD or wider division.

• Handle/redirect incoming queries and telephone calls.

• Handle personal matters/requirements as required

• Departmental administration including holiday requests, filing, etc

  Skills required:

• Excellent organisational skills and ability to help organise others

• Ability to manage high workloads, and to work as a team and with others

• Works well under pressure, coping well with multitasking and meeting deadlines

• Ability to communicate confidently at all levels

• Ability to deal with sensitive and confidential matters

• Excellent IT skills including advanced PowerPoint, Word and Excel

• High level of numeracy and literacy

• Excellent attention to detail

• Problem solving skills

• Ability to prioritise own and help managers heavy workload

• Good team player

• A drive to succeed within a high performing environment

• Proactive, energetic and dynamic

• Resilient and calm under pressure

• Excellent people skills, with warmth, approachability, empathy, charm and a sense of fun

• Able to work independently, as well as in a team

• Solutions oriented and flexible

  Benefits:

  • Hybrid working model (3 days in the office)

  • 28 days holiday plus bank holidays

  • Private healthcare cover and life assurance

  • Summer Hours 

  • Free access to HeadSpace, employee assistance programme (24 hour helpline), mental health first aiders, and a wellbeing portal

  • Relocation Rent Support Loan 

  • Employee networks: HC All In (open forum), Elevate (for ethnic minority colleagues), HarperParents, Menopause at Work, Pride at HC, Social Mobility Network and Neurodiversity at Work

  • Unlimited training on our Learning and Development portal

  • Virtual GP and eyecare vouchers

  • Gym membership discount

  • Onsite physiotherapy (London only)

  • Charitable donation matching and 2 volunteering days

  • We're a certified Carbon Neutral company

  • Free e-books and audiobooks, newspaper subscriptions and discounts on books

  • Subsidised canteen and retail discounts

  • Onsite prayer room 

  If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to [email removed - click apply for more details] with subject heading ‘Vacancy Query’ plus the job title and we will aim to get back to you within 5 working days.

  Please note, if you are interested in the role you would need to submit your application via Applied. We do not accept email applications.