Executive Assistant in Maidstone

Job Description

4 Month Contract With A Local Authority

At Civic Recruitment and Limited, we know that individuals are more than just fixed expenses; they are the cornerstone of every thriving organisation. That’s why we are passionate about transforming recruitment in the public and private sectors.

In the modern job market, organisations in both public and private sectors face significant workforce challenges. Public sector entities, such as local councils and central government departments, often struggle with lengthy recruitment processes, limited access to qualified candidates, and stringent budgetary and regulatory constraints. Private sector businesses, on the other hand, encounter high turnover rates, difficulties managing a mix of permanent and temporary staff, and challenges in sourcing specialised talent for niche industries. These sector-specific obstacles, coupled with the universal complexities of payroll management, create a pressing need for efficient workforce solutions.

Civic Recruitment Limited addresses these challenges with innovative recruitment and payroll solutions tailored for diverse organisational needs. Recognising the critical hurdles organisations face, the company leverages its expertise to streamline processes, reduce recruitment times, and alleviate administrative burdens. With an extensive database of over 1 million pre-screened candidates, Civic Recruitment Limited is well-positioned to cater to the specific needs of both public and private sectors.

Job Purpose

To provide high-quality administrative and executive support to the Innovation Manager and Innovation Centre Coordinator, contributing to the effective day-to-day operation of the Innovation Centre. The post holder will prioritise delivering a superior customer experience while providing administrative support to help achieve business support targets and ensure the smooth and professional running of the Centre.

Key Responsibilities

• Provide effective administrative and clerical support to the Innovation Manager and Innovation Centre Coordinator.
• Support the smooth and efficient day-to-day running of the Innovation Centre.
• Act as a professional and welcoming first point of contact for customers, visitors and stakeholders.
• Deliver a consistently high standard of customer service and ensure a positive customer experience.
• Manage general correspondence, emails, telephone enquiries and routine administrative queries.
• Coordinate meetings, appointments, diaries and other administrative arrangements as required.
• Prepare documents, reports, presentations, records and other business correspondence.
• Maintain accurate and up-to-date administrative records, databases and filing systems.
• Assist with the organisation and coordination of meetings, events, workshops and Innovation Centre activities.
• Provide administrative support towards business support targets, ensuring relevant information and records are maintained accurately.
• Support the monitoring and reporting of customer engagement, activities and business support outcomes.
• Liaise professionally with internal teams, customers, businesses, partners and external stakeholders.
• Assist with general office and Centre administration, including supplies, facilities and day-to-day operational requirements.
• Handle information sensitively and maintain confidentiality at all times.
• Identify opportunities to improve administrative processes, customer experience and the efficiency of Centre operations.
• Undertake any other reasonable duties consistent with the role and the needs of the Innovation Centre.

Requirements

• Previous experience in an administrative, clerical, executive assistant, customer service or similar support role.
• Excellent organisational and time-management skills, with the ability to prioritise competing demands.
• Strong written and verbal communication skills.
• A professional, friendly and customer-focused approach.
• Excellent attention to detail and a high level of accuracy.
• Ability to manage confidential and sensitive information appropriately.
• Good IT skills, including proficiency in Microsoft Office applications such as Word, Excel, Outlook and PowerPoint.
• Ability to maintain accurate records and work effectively with databases and administrative systems.
• Ability to work independently while also contributing effectively as part of a team.
• Strong interpersonal skills and the ability to build positive relationships with a wide range of customers and stakeholders.
• Proactive approach to problem-solving, with the ability to use initiative and respond effectively to changing priorities.
• Ability to work in a busy environment while maintaining a consistently high standard of customer service.
• Previous experience supporting business, innovation, enterprise or community-focused environments would be advantageous but is not essential.