Executive Assistant - Maternity Cover

The Executive Assistant provides comprehensive administrative and strategic support to McAvoy C-Suite leadership team.

JOB PURPOSE

To manage schedules, coordinate meetings, handle confidential information, prepare reports and presentations, and act as a liaison between executives, employees, clients, and external stakeholders. This role is an onsite role and will require the successful candidate to be flexible and available as required.

KEY RESPONSIBILITIES

• Administrative Support
  • Manage C-Suite calendars, appointments, and travel arrangements
  • Organise meetings and events
  • Prepare agendas, meeting materials, and minutes of meetings
  • Screen and prioritise correspondence, emails, and phone calls
• Communication & Coordination
  • The primary point of contact for internal and external stakeholders
  • Draft, edit, and proof-read correspondence, reports, and presentations
  • Coordinate communication between departments and C-Suite
• Project & Office Management
  • Track deadlines and follow up on action items
  • Assist with special projects and strategic initiatives
  • Maintain filing systems and confidential records
  • Monitor office supplies
• Travel & Event Management
  • Arrange travel for C-Suite and Board
  • Prepare travel itineraries and expense reports
  • Coordinate executive events, board meetings, and corporate functions.
• Confidentiality & Professionalism
  • Handle sensitive information with discretion
  • Maintain confidentiality regarding business operations, personnel matters, and executive decisions

KEY SKILLS AND COMPETENCIES

• Excellent verbal and written communication
• Strong organisational and time-management skills
• High attention to detail and accuracy
• Problem-solving and decision-making ability
• Ability to multitask and work under pressure
• Strong interpersonal and relationship-building skills
• Minute-taking and report-writing skills

QUALIFICATIONS AND EXPERIENCE

• Experience in executive support, administration or office management
• Experience supporting senior executives and/or leadership teams
• Experience managing complex schedules and multiple priorities
• Understanding of business operations and corporate governance.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Canva, Outlook).
• Familiarity with collaboration tools such as Microsoft Teams and/or Zoom

BEHAVIOURAL COMPETENCIES

• External Focus: Builds strong relationships with C-Suite, Board, colleagues, clients, and external partners by proactively identifying needs and anticipating requirements.
• Influencing: Develops and maintains effective working relationships with key stakeholders at all levels.
• Initiative: Works proactively with minimal supervision, taking ownership of responsibilities and identifying opportunities to improve processes and efficiency.
• Team Player: Contributes positively to team success and willingly supports colleagues and wider business activities when required.
• Effective Communication Skills: Communicates confidently and effectively with a wide range of audiences, adapting style and approach as appropriate.

REPORTING STRUCTURE

Reports to: Chief Executive Officer

GENERAL

Work with the wider McAvoy Team to effectively represent and grow the business and contribute to the culture of innovation and continuous improvement. Promote and ensure a safe working environment, ensuring compliance with housekeeping rules and health and safety legislation.

OUR COMMITMENT

McAvoy is an employer of choice for people from different backgrounds and seeks to promote respect for the individual and equality of opportunity. We passionately believe that everyone should be treated solely on the basis of personal merit and contribution throughout their career with the Company. The diversity of our people, their skills and abilities are the strengths that help us achieve our best.