Job: Executive Assistant

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  • Title Executive Assistant
    Categories Latest Jobs in Gibraltar
    Salary DOE
    Location Gibraltar
    Job Information

    Reporting to the HR & Executive Support Manager, the Executive Assistant is responsible for providing comprehensive organisational and administrative support to the CEO & Senior Management Team ‘SMT’

    • To ensure that services are provided in an effective and efficient manner, which will allow the SMT to maximise time spent ensuring that the company meets their strategic objectives
    • Managing the support team to facilitate and assist with the provision of high-level organisational support
    • Exhibit leadership and decision-making skills, conflict management and have the ability to manage a team and stakeholders, both internally and externally

    Responsibilities:

    • Assist with complex diary management for the CEO & SMT, to include forward planning and contributions to board meeting packs and other important tasks and deadlines
    • Provide high-level support to the CEO & SMT, which includes office organisation and preparation of executive documents
    • Provide business support for senior level meetings, to include minute taking, planning and organisation of meetings
    • Prepare agendas, organise papers, record action points and write meeting minutes
    • Demonstrate ability to keep clear records, prepare for meetings in advance and effectively summarise decisions made accurately and concisely
    • Assist with planning and organising events and seminars internally and externally
    • Organise travel, transport, accommodation and itineraries
    • Assist the Executive Support Team with office management and facilities management
    • Manage the premises by liaising with landlords and third party suppliers
    • Read, monitor and respond to emails as required and manage emails effectively. Identify priority actions
    • Answer calls and liaise with internal and external stakeholders
    • Maintain and update in-house filing and information systems
    • Use discretion to make decisions and take ownership of the role
    • Support others and facilitate collaborative working, to ensure objectives are achieved across multiple teams/divisions with potentially competing priorities
    • Cover reception when required
    • Manage highly confidential information
    • Proactively build and maintain relationships with key internal and external stakeholders. Fulfil individual risk and control responsibilities in line with company standards and policies
    • Management of miscellaneous issues
    • Assist the team with their own personal development, providing opportunities for training and development
    • Act as a channel of communication between the CEO & SMT and the rest of the organisation
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