PA to CEO

elementsuite is a fast-growing UK based tech SaaS vendor that is competing and wining against US tech giants.  We are passionate about offering our clients beautifully simple, yet immensely powerful solutions that engage, empower and inspire employees.  As a company, we are warm and friendly and enjoy working together collaboratively, to deliver innovative solutions that exceed our client’s expectations.

An exciting opportunity has arisen for a PA to join elementsuite, reporting directly to the CEO to assist in the smooth execution and utilisation of his time.  We are looking for an experienced and forward-thinking PA with excellent organisation and communication skills. The successful candidate will deal with the CEO’s administration and complete managerial tasks on his behalf.  In turn reflecting and being an extension of his core values of leadership behaviours and leading by example.

Responsibilities

PA

• Effective management of the diary, assessing priority of appointments and reallocating as necessary
• Delivering high quality administrative and organisational support
• Providing support for an extensive range of meetings from preparing agenda’s, meeting reports/papers, noting action points and following up on them
• Deliver key messages to the wider team on behalf of the CEO
• Produce/amend PowerPoint Slides for distribution to clients on behalf of the CEO – a good standard of MS PowerPoint is required
• Receiving and dealing with telephone calls professionally on behalf of the CEO, re-directing or taking messages and using initiative to deal with queries
• Sorting, distributing and responding to incoming mail in a timely and efficient manner
• Organising and maintaining company and CEO’s filing systems
• Acting as a key liaison point between the senior management team and other key parties, setting up meetings as appropriate and maintaining good communications
• Making all travel arrangements, booking flights, accommodation, itinerary and processing of expenses
• Providing high quality and professional office hospitality to visitors
• Ad hoc support / interaction with other Directions of the company and Board Members
• Co-ordinate and publish the monthly board meeting packs and weekly operational packs
• Produce draft monthly expenses form on behalf of the CEO

Office Management

• Manage and monitor external contractors including the cleaner
• Organise and take ownership of company social events and ensure they are followed through to the highest standard in line with the agreed budget
• Provide on-going maintenance of filing systems for all head office functions delivering a more efficient day to day way of working
• Facilitate weekly scheduling to ensure the correct cover in the business by coordinating and executing weekly planner

HR

• Maintain employee information by frequently updating employment records, including address changes, changes in job titles, benefits and salaries
• Improve employee confidence and protects operations by keeping HR information confidential
• Continually refresh and update the company handbook, safeguarding that all policies and procedures are up to date with law changes
• Write new policies and procedures where necessary and facilitate in their smooth implementation
• Promote consultation as ‘best practice’ way of working – involving and encouraging feedback from all employees
• Ensure company employee contracts are compliant
• Facilitate new employee orientation, including employee information, induction, probation, development and training activities and maintain all records
• Collate all payroll information by sending any amendments that can alter an employee’s monthly salary, such as time and attendance records, new starter and leaver details, contract changes and overtime to them
• Liaise with the payroll company if an employee has any questions about calculation of their salary or tax concerns
• Request references from present or past employers of applicants
• Assistant with employee relations.  Including sending out relevant correspondence and note taking
• Maintaining HR filing systems and records
• Liaise with outside HR company with employee concerns and questions
• Point of call for all employees to deal with any queries they may have

Software User Testing

• During any quiet times, you may be asked to familiarise yourself with our software solution.  We find feedback from non-tech users is invaluable in helping to shape the product.

Key Attributes

• Exceptional interpersonal and communication skills, including the ability to ensure effective communication with a wide range of internal and external contacts
• Possess flexibility and adaptability to manage changing working requirements and varying volumes of work
• Ability to work cooperatively within the organisation, as part of a team and independently
• Capability to manage multiple tasks simultaneously, solve problems, manage and meet deadlines, whilst maintaining a high quality of work
• Possess a personal presentation that reflects a professional image and values of the organisation
• Excellent attention to detail, with the ability to maintain high levels of accuracy
• Proficient to deal with sensitive information with integrity and discretion and to maintain confidentially at all times
• Good standard of knowledge on Microsoft PowerPoint, Word and Excel