Executive Assistant in Falkirk

Key Roles and Responsibilities:-

• Provide administrative, organisational and general support to the Managing Director, ensuring that site operations are professionally supported
• Be a point of contact for external stakeholders and drive / support the sustainment of global and local initiatives as appropriate
• Drive strategic execution of the administration on site and deliver high level operational efficiency for initiatives such as the stationary ordering process, workwear ordering, catering, organizing visitors, etc.
• Manage and maintain the time and attendance system for all GRM employees, clearing exceptions, creating reports, etc.
• Be the main point of contact for all Grangemouth administration and support for the site, including being based on the reception desk at the Earls Gate Building
• Act as a liaison between site teams, corporate leadership and external stakeholders
• Enhance communication across the site, to provide clarity on visitors, setting expectations, etc.
• As a key member of the site, proactively and continuously review processes to improve efficiency at GRM
• Utilizing project management and stakeholder engagement to manage multiple projects, priorities and stakeholders
• Provide best-welcome to all visitors to site, at all levels within the organization
• Support travel and accommodation arrangements for internal stakeholders including processing business visas wherever appropriate. This would include external stakeholders, if required.
• Process correspondence, ensuring that incoming correspondence is dealt with by the Senior Leadership Team/or on their behalf or other staff as appropriate
• Assist the Managing Director in researching and following up with action on matters which fall within their responsibility
• Assist with financial tracking for stationery and workwear expense reports and invoice processing
• Create PR\’s/PO numbers when required
• Produce documents, reports, agendas and presentations for the Managing Director as appropriate.
• Proactively organise meetings for Managing Director and Senior Leadership Team
• Organise and attend where appropriate leadership and management meetings; taking clear, concise minutes and tracking follow-up actions to completion.