Executive Assistant and Front of House

I Holland Limited is the most well-known producer of tablet punches and dies in the world. We have been in business for 75 years and are a true British industrial success. Thousands of customers in over 100 countries rely on us to supply precise tooling solutions based on our decades of experience, research, and engineering know-how.

Job purpose

Be the first point of contact for visitors to I Holland, support the customer service administration team and provide a supportive function to the Executive Leadership Team.

Front of House

• Greeting and checking-in site visitors at reception in a professional and welcoming manner, whilst taking pride in a polished, personal presentation of appearance and follow implemented processes for booking in and maintenance of visitor logs. Coordinate refreshments as and when necessary.
• Answer inbound telephone calls and redirect as appropriate.
• Manage the reception area ensuring it is tidy, presentable and stocked with necessary materials.
• Ensure meeting rooms are kept tidy and presentable, ready for next use and materials/refreshments are sufficiently stocked.
• Manage booking out/in of company pool car to implemented process.
• Management and use tannoy system to clearly and articulately send daily announcements and messages as and when required.
• Manage incoming post and distribute accordingly.
• Manage outgoing post, ensuring it is prepared and ready for daily collection.

Customer Service Support

• Support CSA team leaders with administrative tasks as and when required and where sufficient training has been provided.
• Booking in of samples if addressed CSA is not in the building.
• Daily scanning of documents raised by dispatch and process accordingly.
• Monitor and report on lead generation activities, analysing key data points to refine strategies for continuous improvement.
• Work closely with sales team to ensure smooth lead handovers and accurate tracking of the sales funnel.
• Maintenance and upkeep of account data in Navision and CRM systems when required.
• Assistance as required to Accounts Department, Despatch Administration and Human Resources.

Executive Assistant

• Support with coordination of internal and external meetings, including logistics planning, scheduling, hotel booking, dinner reservations, etc.
• Support in arranging business travel; liaising with travel agency, companions and others - preparing detailing schedules in a timely manner.
• Handle sensitive and confidential information with discretion and professionalism.
• Prepare, edit and format presentation and documentation as and when required to high standards following company branding.
• Manage and prioritise incoming communications and requests and ensure timely response and follow-up.
• Support with uploads to the Limble maintenance system.

Key performance indicators in line with core values

• Customer focus: High responsiveness to requests. Sense of ownership.
• Speed of response: Timely completion of all plans, tasks & assignments, both individual & team related.
• Pride in what we do: Work consistently exceeds expectations. Interacts with other departments to improve the quality of deliverables. Adheres to schedules to deliver a high-quality product.
• Continuous improvement: Promotion by taking the initiative to identify issues and providing solutions with the goal of reducing cost and improving performance. Generates and implements multiple beneficial new ideas.
• Honesty & integrity: Communications with stakeholders are proactive, professional, and always conducted in a positive way. Extremely trustworthy and dependable.
• Positive attitude: Enthusiastic and can-do stance. Demonstrates a positive impact on the business despite challenging conditions. Helps others to remain positive.
• Compliance with all policies, procedures, and safety rules & regulations.

Preferred qualifications

• Strong written and verbal communication skills.
• Excellent organisational and time management skills. Ability to prioritise work to meet deadlines.
• The ability to multitask, ensuring all details are captured and addressed.
• IT literate primarily with Microsoft Outlook, Word and online booking, etc. Excel & Microsoft Dynamics are a bonus.
• Flexible with regard to work times.
• Confident in talking to and engaging people face to face and virtually / via telephone.
• Personable, with experience in a similar role & maintaining a welcoming environment.

Terms and Conditions of Employment

Please note that any offer of employment is contingent upon the following conditions: agreement to a Disclosure and Barring Service (DBS) check, References/Background & Right to Work Documentation checks. The Company may terminate employment without notice if any documentation is unsatisfactory.

Job Types: Full-time, Permanent

Expected hours: 39 per week 8.30 am-5 pm Monday - Thursday 8.30 am-4 pm Friday

• PRP - Profit-related pay
• Company Pension
• Cycle to work scheme
• Employee discount
• Free flu jabs
• Free parking
• On-site parking
• Store discount

Schedule:

• 8-hour shift
• Day shift
• Monday to Friday
• No weekends