Executive Assistant

About us:

Veetee is an ambient foods and rice company, a major supplier to retailers, wholesalers, and other food manufacturing businesses. We have two factories and three warehouses in Rochester, Kent, one manufacturing site in India and a Sales & Distribution team in the USA.

Job Purpose:

The role of Executive Assistant is to support the Chairman and Managing Director, working alongside both internal and external stakeholders to ensure their days run according to a set schedule and full support is provided where required.

Objectives of the role:

• Support the Chairman and Managing Director primarily and provide additional support to executive team members, as directed, to ensure that company goals and objectives are accomplished and that operations run efficiently.
• Maintain and refine internal processes that support the senior teammates companywide, and co-ordinate internal and external resources to expedite workflows.
• Manage communication with Teammates by liaising with internal and external stakeholders on various projects and tasks.
• Plan and orchestrate work to ensure that Chairman/MD’s priorities are met, organisational goals are achieved, and best professional practices are upheld.

Key Tasks/Responsibilities:

• Maintain professionalism and strict confidentiality with all materials.
• Manage professional and personal scheduling for Chairman and MD, including agendas, mail, email, phone calls, customer management, and other company logistics.
• Co-ordinate complex scheduling and calendar management, as well as content and flow of information to Teammates.
• Manage travel logistics and activities, including accommodations, transportation, and meals and associated expense documents etc.
• Provide administrative and office support, such as letters, dictation, note taking, spreadsheet creation, memos, invoices, statements and presentations etc. Maintenance of filing system and contacts database.
• Organise team communications and plan events, both internal and off-site.
• Answering and directing telephone calls, dealing with them as appropriate. Greeting head office visitors and customers.
• Responding to queries and requests on the Chairman and Managing Directors’ behalf.
• Liaising with Customers, Teammates and others internally and externally as required.
• Management and oversight of Business projects as required by the Chairman and MD - producing timelines and reviews as needed.
• Reasonable additional tasks and responsibilities associated with the role.

Skills, Knowledge and Experience:

• A-C grade GCSE (or equivalent) in English, Maths & Science.
• A degree in a Business related discipline and/or a certificate in a Personal/Executive Assistant qualification would be desirable.
• 5-10 years experience working at a senior level in a similar position supporting more than one Executive employee.
• Excellent knowledge of Microsoft Office package and the ability to use systems to carry out tasks such as expenses, invoice processing etc.
• Strong Business and Commercial acumen.
• Exceptional organisational and diary management skills.
• High levels of flexibility and adaptability.
• Flawless communication and presentation skills, both written and verbal and can build relationships at all levels across the Business an with external contacts.
• Excellent telephone manner.
• The ability to multitask and prioritise an everchanging workload and to work under pressure.
• Problem-solving and decision-making skills.
• The ability to work autonomously.
• Able to determine which emails, reports, telephone calls etc need to be escalated.
• The ability to communicate with and present to senior management and teammates.

Benefits:

• Health care cash plan.
• Company Pension and Life Insurance.
• Free onsite parking.
• Referral Programme.
• Store discount.