Urgent Search! Executive Assistant

Position: Executive Assistant (Part time) 3-4 days per week, flexible 0800 to 1800 Monday to Friday Location: The Mailbox, Birmingham Reports to: Director Department: Operations and Administration Role overview The part-time Executive Assistant will contribute to the efficiency of CloudNine by providing proactive and personalised support to the Strategic Leadership Team (SLT) predominantly supporting one of the owners/directors to effectively manage their schedules and ensure day-to-day activities and organisational objectives are met. Working as part of the Operations and Administration team alongside other executive assistants, this position requires exceptional organisational, interpersonal and communication skills, with a strong attention to detail and the ability to perform a variety of administrative tasks at speed, whilst also handling sensitive information with discretion and professionalism. To be successful in this role, you should be a proactive problem solver, with great time management skills and the ability to act without guidance. Key responsibilities Manage and coordinate the director’s calendar, including scheduling meetings, appointments and travel arrangements Handle incoming communications, including relevant emails and phone calls, ensuring appropriate follow up or delegation Oversee the smooth operation of the Birmingham office, acting as the primary point of contact for staff regarding office-related matters Organise and maintain electronic filing systems within MS Teams, OneNote and SharePoint, ensuring sensitive information remains confidential Prepare and edit documents, presentations and reports as required, ensuring information is available ahead of relevant meetings and/or workshops Organise and coordinate internal and external meetings, including preparing agendas and taking/sharing minutes/actions as necessary Maintain and manage confidential files and records on behalf of the Strategic Leadership Team Assist with relevant bid/project coordination, research and special assignments as needed Liaise with internal and external stakeholders on behalf of the directors as needed Assist in planning and organising company events, including team days and or/director days Monitor and track action items and deadlines to ensure timely completion of tasks Handle adhoc tasks as requested by the directors and/or SLT Provide general administrative support to the CloudNine Team as needed. Mandatory experience Minimum 5 years of experience as an executive assistant supporting a senior manager/team in a consulting and/or professional services environment Strong organisational and time management skills, with the ability to manage multiple priorities Excellent written and verbal communication skills Proficiency in office software, including Microsoft Office Suite (MS Teams, Outlook, Word, Excel, SharePoint and PowerPoint) and business management system, Monday.com Experience in managing executive calendars and coordinating schedules Strong attention to detail and ability to work autonomously and under pressure Ability to handle confidential and sensitive information with discretion A proactive problem solver who can identify potential issues before they arise and takes the initiative to prevent them Steps up to tackle challenges without being asked. Preferred experience Experience of working as part of an administrative team for a small, fast paced start-up across multiple locations. Package £30k to £35k per annum (pro rata) depending on experience Annual bonus and recognition scheme Contributory pension scheme Staff wellbeing initiatives, including: CloudNine Culture Club Financial wellbeing scheme 22 x days annual leave, plus bank holidays and 2 x discretionary wellbeing days per annum Minimum 2 days per week office working Training programmes and continuous learning support available via CloudNine FlightPath Application instructions Please send a cover letter, including your reasons for wanting to work for CloudNine and a copy of your current CV to recruitmenton-cloudnine.co.uk Please note: Closing date for applications is 6th December 2024 . We reserve the right to close the application process earlier if we receive enough qualifying applicants. We therefore encourage you to submit your application as soon as possible. To find out more about CloudNine Projects Ltd click the link CloudNine Projects Limited: Overview | LinkedIn