Hours of Work: 9:00am to 5:00pm, Monday to Friday, office based
Reporting To: Managing Director and Directors
Role Overview
The Management Assistant will provide high-level administrative and business support to the Managing Director and Directors, while also supporting the wider leadership team of 8.
This is a pivotal, hands‑on role ideal for an experienced administrative or executive support professional who thrives in a fast‑paced, professional services environment. The role requires excellent organisation, strong communication skills, high attention to detail, and the ability to handle confidential information with discretion.
Key Objectives
- To ensure the smooth and effective day‑to‑day running of the Managing Director and Directors’ activities
- To provide proactive administrative, HR, recruitment, and management information support
- To coordinate meetings, manage diaries, prepare documentation, and track actions effectively
- To act as a trusted point of coordination across teams and departments
What’s on offer:
Negotiable starting salary with the standard benefits package (Holiday, Pension etc.) and a culture built around developing staff.
Strong team environment within a business that are growing year on year and some excellent career prospects.
Full support for professional qualifications
Duties & Responsibilities:
- Manage complex diaries, meetings, and scheduling for the Managing Director and Directors
- Coordinate internal and external meetings, including preparation of agendas and reports
- Prepare, collate, and organise meeting packs, leadership packs, reports, and presentations
- Take minutes and track actions from meetings, ensuring timely follow‑up
- Act as a first point of contact for internal stakeholders and external enquiries
- Maintain discretion and confidentiality at all times
Recruitment & HR Administration:
- Manage end-to-end recruitment administration, including:
- Creating and posting job adverts
- Responding to recruitment enquiries via email and telephone
- Liaising with recruitment team, recruiters and third‑party suppliers
- Screening CVs and conducting telephone interviews
- Coordinating interviews with hiring managers
- Maintaining accurate candidate trackers
- Support HR administration activities, including:
- Setting up new starters and coordinating inductions
- Preparing information for monthly HR meetings
- Assisting with payroll processesCompleting leavers’ checklists and exit processes
Business & Office Administration:
- Provide general administrative support to Directors and the leadership team
- Prepare and distribute documentation for meetings
- Manage calendars and schedule meetings across teams
- Answer and transfer overflow calls across the business and direct dials
- Monitor and respond to shared mailboxes
- Manage mailboxes in Managing Director and Directors absence
Management Information Support:
- Assist with data analysis, identifying trends and errors
- Collate and review monthly figures
- Produce month‑end management and leadership packs
- Ensure timely and accurate reporting
- Build strong working relationships across all departments
Additional Responsibilities:
- Support compliance, governance, and internal processes where requiredTrack deadlines and ensure actions are completed on time
- Contribute to continuous improvement of administrative processes
- Undertake ad hoc projects as required
Key Skills & Attributes:
- Self‑motivated with a positive, can‑do attitude
- Strong written and verbal communication skills
- Excellent attention to detail and accuracy
- Effective time management and ability to prioritise workloads
- Ability to manage feedback positively and adapt quickly
- High level of confidentiality, discretion, and professionalism
- Proactive, uses initiative, and works well independently
- Confident working with senior stakeholders
Experience & Technical Skills:
- Previous experience in an Executive Assistant, Management Assistant, or Business Support role preferred
- Experience within insurance, financial services, or a regulated environment desirable
- Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Comfortable working with data and numerical information
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