EA/PA

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Job description

My client is a well-established global executive search and leadership coaching organisation that caters to retained clients with over 50 employees across five locations.

They are currently seeking to hire a Personal Assistant/Executive Assistant for their esteemed office in Richmond. The ideal candidate should be a polished and confident individual who represents the company with professionalism and poise.

While prior experience in the recruitment sector is not required, the successful candidate should possess over five years of experience as an Executive Assistant or Personal Assistant in a similarly sized SME business.

Duties Breakdown

The responsibilities for this position are divided into three main areas of support:

Support for the CEO

• Schedule meetings and calls, ensuring to be copied in on emails and follow up for coordination.
• Manage Invenias administration, including uploads and data updates.
• Oversee expense management and document organization, including filing and administrative tasks.
• Handle invoice requisitions and facilitate board meetings as well as partner meetings.

Support for Head of Operations

• Coordinate diary bookings for one-on-ones and training sessions.
• Provide administrative support for Bullhorn, the internal recruitment database.
• Arrange interviews for candidates, including diary bookings and video calls.
• Assist with the creation of presentations and client documentation.
• Plan and coordinate company events and huddles.
• Promote marketing initiatives through social media engagement.
• Attend and take minutes during Global Delivery Meetings.
• Update the Delivery Capacity spreadsheet and manage online memberships, including Zoom.
• Offer support for IT issues and manage relationships with IT service providers and mobile phone providers.
• Oversee general office management tasks, liaising with maintenance and cleaning services, and ensuring the office is stocked with stationery and food supplies.

General Responsibilities

• Input data accurately into Invenias, ensuring roles and information are correctly recorded.
• Conduct database cleansing in Invenias for company records.
• Format CVs and manage invitations and calendar invites.
• Provide administrative support for specific projects.
• Coordinate travel and hotel bookings for both UK and overseas trips for internal team members and external candidates.
• Assist with recruitment projects by scheduling candidate interviews.

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