Executive Assistant to CEO/ CFO

Job Description

Company: Opus Talent Solutions

Job Title: Personal Assistant

Reports To: Chief Executive Officer

Location: London/Bristol preferred. (Remote possible with an acknowledgement that overnight travel would be required likely once a week)

Direct Reports: None

Basis: Permanent

Role Overview

The Executive Assistant will provide one-on-one support for the Chief Executive Officer and Chief Financial Officer in all business matters. The role will be responsible for coordination their movements (diary and email management), liaising with the wider business to resolve queries and supporting them (and the Board and Executive team as required) in both key task as well as project management. The Executive Assistant will also support the wider Board of Directors managing the corporate governance framework, taking the lead on statutory filings, setting of board and committee meeting agendas, minute taking and following up on actions.

The Company has experienced significant growth over the last 12 months and has ambitious plans for the future. With investment by Graphite Capital, the business is evolving its corporate governance and ensuring the executive team are focused on the right things. This role is important in achieving that.

The successful candidate will have very strong organisation skills, proven ability to build relationships and communicate effectively with senior leaders in a global setting. Managing multiple priorities will be key to the success of the person in this role.

With a solid reporting line to the CEO but working for both them and the CFO in equal measure on day-to-day matters, the role will provide insight into the recruitment services sector as well as the opportunity to work in a private equity backed business with a track record of significant growth. The business is very fast paced, and the role will give the successful candidate exposure to all levels of the business.

The Company operates across the UK and Europe, US and Australia. The role holder must be happy working at times with a flexible schedule in order to accommodate meetings with colleagues on different time zones.

Main Duties and Responsibilities

Diary and Inbox Management

• To effectively manage the diaries of the CEO and CFO, ensuring no scheduling conflicts and ensuring that they have all information required to have a successful meeting.
• To support the CEO and CFO with the management of their inboxes, highlighting any important matters that need to be brought to their immediate attention.
• To filter out distracting content from diaries and inboxes, maintaining focus on the important matters.
• To work with the Chairperson and Board to set an annual calendar for Board and Sub-committee meetings and to schedule them.
• To take responsibility for compiling and distributing an agenda and meeting papers in advance, coordinating all participants to ensure they submit agenda items and papers as appropriate.
• To attend the meetings and take detailed Meeting Minutes, identifying key discussion points, actions and ownership of those actions.
• To attend any other meetings as required by the CEO and CFO, taking responsibility for agendas, minutes and follow up actions.

Meeting Administration

Project Support

• To support the Executive team to keep business change projects on track through setting agendas, attending meetings and taking down actionable points.
• To liaise with project contributors to ensure that actions identified at meetings are followed up and completely prior to the next scheduled meeting.

General

• To assist the CEO and CFO with ad hoc projects and tasks as necessary.
• To support the wider Executive team with the distribution of Company wide communications.

Skills and Experience Required

• Strong organisational skills with the ability to manage conflicting priorities and meet strict deadlines
• Experience of working in a highly pressured dynamic environment
• Strong detail orientation, continually striving for complete accuracy
• Exercise the upmost discretion when dealing with confidential information
• Ability to identify issues and use initiative to solve complex problems
• Strong people and influencing skills with the ability to build positive relationships across all levels
• Strong communicator with the ability to communicate with Executives and non-financial individuals alike
• Structured thinker with the ability to make complex things simple
• An expert working knowledge of the Microsoft suite of tools, including Outlook, PowerPoint, Word and Excel.
• Continuous improvement mindset and a willingness to challenge the status quo
• Team player with willingness to help others beyond their formal role