Executive Assistant

We seek a highly organised and proactive Executive Assistant to provide comprehensive administrative support to our company directors. You will ensure the smooth functioning of daily operations, enabling our directors to focus on strategic objectives and business growth. This role also involves occasionally handling sensitive business information and providing personal support. Additionally, you may be asked to perform ad-hoc administrative tasks for the broader leadership team.

Key Objectives

• Enhance the productivity of executives and contribute to the growth of the business.


• Work closely with other senior leaders and departments to support company objectives.


• Handle financial, strategic, and business-related tasks that support business strategy and operations.


• Demonstrate strong business acumen and strategic thinking., General Office Management: Ensure staff have the appropriate resources for their jobs and maintain office health and safety regulations.


• Calendar Management: Efficiently manage executive calendars, scheduling meetings, appointments, and calls.


• Administrative Support: Provide general administrative support, including expense management, completing paperwork for setting up as a supplier for clients, processing supplier invoices, some financial administration, and ensuring smooth office operations.


• Meeting Support: Prepare group meeting agendas, occasionally take minutes, follow up on action items, and ensure effective communication and collaboration among team members.


• Guardian of Policies and Procedures: Manage the regular review and amendments to business policies and procedures annually by tracking, updating, and distributing them as needed.


• Onboarding: Play a pivotal role in the onboarding process for new staff, handling the administrative elements of the program. This includes maintaining orientation schedules, team introductions, etc.


• Holiday Forms: Take ownership of the process for employees booking leave and track holidays taken.


• Communication: Respond to correspondence on behalf of the directors, draft and edit emails as required.


• Information Management: Organize electronic filing systems, ensuring easy retrieval of documents and information as needed.


• Travel Arrangements: Coordinate travel itineraries, including flights and accommodation.


• Marketing Support: Collaborate with the wider team to assist in generating thought leadership articles.
  
  Proven experience as an executive assistant or in a similar role, preferably supporting C-level executives.


• Exceptional organizational and time management skills, with the ability to prioritise tasks and handle multiple projects simultaneously.


• Strong communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.


• Proficiency in Microsoft Office Suite and Monday.com.


• Discretion and confidentiality in handling sensitive information.


• Adaptability and resourcefulness in a fast-paced environment.


• Strong attention to detail and accuracy in all tasks.


• Ability to anticipate needs and proactively address them.


This position offers an exciting opportunity to contribute significantly to the efficiency and success of our leadership team. If you are a motivated and detail-oriented professional, we encourage you to apply.

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint),


• Experience with Canva, Hubspot and Monday.com preferred


Soft Skills:

• Excellent organisational, interpersonal and time management skills


• Strong written and verbal communication skills


• Ability to multitask and prioritise tasks effectively


• Detail-oriented with a high level of accuracy


• Energetic and enthusiastic approach to work


• A proactive attitude and willingness to take on new challenges


• Passion for enhancing client experience and contributing to team success
  
  Barbourne Brook is a fast-growing financial services company specialising in customs duty. Customs is at the heart of what we do, and we have developed an exciting, innovative software solution that forms a key part of our business. Our office culture is supportive, friendly, and collaborative, and you would possess the necessary attributes to be a good fit. We offer hybrid working and flexibility with the opportunity to work remotely depending on location, thus offering a good work/life balance. We hold bi-monthly group face-to-face meetings and enjoy regular team dinners. Our company prides itself on a culture of innovation, teamwork, and excellence. We are committed to providing a supportive and inclusive work environment where every team member can thrive and achieve their full potential.