Office

Executive Assistant

Last updated: 2 months ago
Expires: 7 months from now
Job Role:
Office
Type:
Contract
Aircraft type:
None
Location:
United Kingdom

Job description

We are currently recruiting on behalf of Magma Aviation Ltd, who are a subsidiary of Chapman Freeborn, for an Executive Assistant to join their existing team in Gatwick, Crawley office due to company growth.

The ideal candidate for this position has previous experience in assisting management on their day-today-tasks, scheduling meetings and visitor arrangements, organising events and conferences. Previous experience in aviation industry is desirable, but not essential for this position.

Purpose of Role

  • Extensive calendar and diary management for CEO and CSO
  • Document management including contract reviews & markup, distributing information, drafting presentations
  • Extensive administrative support to the CEO and CSO
  • Co-ordination of Board Level Projects with wider Group
  • Answering and directing telephone calls
  • Managing the CEO and CSO’s email inbox in line with agreed requirements
  • Arranging travel and booking accommodation
  • Assist with co-ordinating activities, events, resources, meetings, services and managing supplies
  • Answering and directing telephone calls

Key Job Responsibilities

  • Providing extensive support as required on Board Level projects to the CEO and CSO as required
  • Contract reviews and feedback to the CSO and CEO as required
  • Management of CEO and CSO matters in regards to legislation (AML, KYC etc) with other Group functions
  • Assist in scheduling meetings, booking meeting rooms, coordinating visitor arrangements as requested
  • Organise events, meetings or conferences in any global location
  • Prepare and maintain agendas, notices and minutes
  • Arrange business travel related logistics (flights, accommodation, transport, visas) as and when required
  • Prepare monthly expense reports
  • Create, update and maintain organisation charts
  • In the absence of the executives, redirect queries from clients and employees and/or advise as appropriate
  • Proactive diary management including internal and external meetings
  • Prepare agendas for meetings and when required, take minutes and monitor agreed actions
  • Assist in producing presentations and other materials as well as running some agreed reports on a regular basis
  • Proactively recommend and make changes to improve operational and administrative efficiency and effectiveness
  • Building networks with other Executive or Personal Assistants globally
  • Ensuring confidentiality at all times when dealing with sensitive matters
  • Support on a range of team culture elements including communications to drive performance and ensure a fun environment for all employees

Communication

  • Support on a range of team culture elements including communications to drive performance and ensure a fun environment for all employees
  • Participate in conference calls to ensure effective sharing of information and full awareness of others in the Magma and other offices

Correlation with

  • To work in correlation with colleagues across the group (where applicable)
  • To work in conjunction with the yearly strategies laid out by the Magma Directors, Senior Management and Management Teams.

Group policies and procedures (Business Intelligence, Compliance, Finance, HR, IT, Legal)

  • To undertake all activities in accordance with applicable group policies and procedures so as to ensure that the interests of the Group and individual corporate entities are protected at all times
  • At all times to ensure that legal and commercial risks (to the extent relevant to the post holder role) are identified and minimized through effective communication with applicable stakeholders as well as relevant support functional departments and, when necessary Board of Directors

Other

  • To carry out any other duties within the competence of the role holder, as requested (including additional working hours as and when required)
  • To travel when required in line with business needs
  • Be aware of and comply with the company policies
  • Keep up to date with industry changes, procedures and requirements relating to job role
  • Participate in a rotating out of hour’s duty rota within the commercial team
  • To undertake all activities in accordance with applicable group policies and procedures so as to ensure that the interests of the Group and individual corporate entities are protected at all times
  • At all times to ensure that legal and commercial risks (to the extent relevant to the post holder role) are identified and minimized through effective communication with applicable stakeholders as well as relevant support functional departments and, when necessary by Magma Directors

Please note we have our own in house recruiter alongside a preferred agency list which is reviewed annually therefore we do not accept any CV's or applications unless you are invited to.


Magma Aviation is proud to be an equal opportunity employer committed to workplace diversity.

Requirements: