EA to the Managing Director, Collins

Location Hybrid London, UK 3+ days office based

Team Collins

Seniority Mid-level

Perks and benefits

1. Work from home option
2. Wellness programs
3. Employee Assistance Programme
4. Enhanced maternity and paternity leave
5. Mentoring/coaching
6. Cycle to work scheme

Job Description

The Managing Director of Collins is looking for a dynamic, proactive, detail-focussed, and highly organised individual to take on the role of Executive Assistant. The purpose of the role will be to assist the MD as we drive growth and profitability within the division. By working closely with the MD and leadership team and building an excellent network across the division, the right candidate will play a crucial role in a high-performing team.

For an interested candidate, there is the opportunity to gain unparalleled insights into the working of the division, by observing key strategic and commercial meetings and assisting the MD with management and planning.

Key tasks and accountabilities:

1. Anticipate, plan and deliver the needs and requirements of the MD
2. Have a balanced approach to people of all levels and act as the positive ‘front of house’
3. Champion the culture of the division and be the heartbeat for social and team activities
4. Diary and inbox management for the MD
5. Organising and co-ordinating internal and external meetings for the MD and leadership team as required
6. Preparing agendas and minutes for key divisional meetings
7. Put together papers & summary information packs for meetings
8. Prepare / proof reading presentations and documents for the MD as required
9. Preparing monthly Executive Committee reports with input from the leadership team and managers in the division
10. Follow-up on progressing key actions / conversations
11. Providing the MD with support for a wide range of initiatives/projects
12. Managing travel and expenses for the MD
13. Processing invoices and purchase orders as required
14. Organisation of leadership & team away days/off sites and events
15. Planning and managing team events and social activities
16. Be the key point of contact internally and externally when the MD is out of the office or unavailable
17. Proactive, calm and efficient support that facilitates the successful running of the division
18. Creating a non-hierarchical and respectful environment, where the MD is approachable
19. EA operates as MD ‘right hand person’ ensuring projects are progressing, actions are carried out to deadline, plus communication is clear and timely
20. EA needs to be approachable by all levels
21. Maintaining the friendly and supportive culture within the division
22. To be able to handle problems/issues with very senior or very junior staff with sensitivity
23. Proactive in identifying initiatives to promote an inclusive culture across different sites.
24. Coordination with Collins offices in other areas of the UK, including some administrative support.
25. Maintain positive relationships with peers in other divisions, and work together to facilitate effective support to the wider exec team and deliver central initiatives.
26. No diary clashes, successful management of office time & of access for all key people needing time with the MD.
27. Working with IT / tech to resolve hardware and software issues for the MD or wider division.
28. Handle/redirect incoming queries and telephone calls.
29. Handle personal matters/requirements as required

Skills required:

1. Excellent organisational skills and ability to help organise others
2. Ability to manage high workloads, and to work as a team and with others
3. Works well under pressure, coping well with multitasking and meeting deadlines
4. Ability to communicate confidently at all levels
5. Ability to deal with sensitive and confidential matters
6. Excellent IT skills including advanced PowerPoint, Word and Excel
7. High level of numeracy and literacy
8. Excellent attention to detail
9. Ability to prioritise own and help managers heavy workload
10. Good team player
11. A drive to succeed within a high performing environment
12. Proactive, energetic and dynamic
13. Resilient and calm under pressure
14. Excellent people skills, with warmth, approachability, empathy, charm and a sense of fun
15. Able to work independently, as well as in a team
16. Solutions oriented and flexible

Additional Information

Hybrid working model (3 days in the office)

Private healthcare cover and life assurance

Summer Hours

Free access to HeadSpace, employee assistance programme (24 hour helpline), mental health first aiders, and a wellbeing portal

Relocation Rent Support Loan

Employee networks: HC All In (open forum), Elevate (for ethnic minority colleagues), HarperParents, Menopause at Work, Pride at HC, Social Mobility Network and Neurodiversity at Work

Unlimited training on our Learning and Development portal

Virtual GP and eyecare vouchers

Onsite physiotherapy (London only)

Charitable donation matching and 2 volunteering days

Free e-books and audiobooks, newspaper subscriptions and discounts on books

Subsidised canteen and retail discounts

Onsite prayer room

If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to with subject heading ‘Vacancy Query’ plus the job title and we will aim to get back to you within 5 working days.

Please note, if you are interested in the role you would need to submit your application via Applied. We do not accept email applications.