Executive Assistant

at  Autoglass

CONTRACT TYPE:

Regular
About Autoglass® and Laddaw®
We’re a recognised superbrand and we know where we’re going. We’re a business with direction and purpose and regardless of your role here, it’s about us all making a difference with real care. We never stand still. We’re relentless, innovative and ambitious, always looking to go further and improve, which creates a world where we need genuine and driven people to help us get there.

WHO WE ARE

Belron UK Ltd (trading as Autoglass® and Laddaw®) are part of the global Belron® group of companies, the world’s leading vehicle glass repair and replacement business. Home to 29,000 employees, Belron operates across over 30 countries and 6 continents to ensure all our customers receive the best quality service.
Our Values of Caring, Genuine, Collaborative and Driven are our DNA and underpin everything we do by shaping how we interact with our people internally, and our external partners and customers.
Our purpose as one of the Belron® group of companies, is making a difference with real care.

ROLE SUMMARY

The Executive Assistant (EA) to the Executive Team is a critical role providing comprehensive administrative and organisational support to four Executive members. This role requires a highly skilled individual with strong interpersonal and communication abilities, along with the capacity to navigate complex and sensitive situations with discretion and diplomacy. The EA must embody and promote our values, ensuring that all actions and decisions are made with a focus on relationships rather than hierarchy.

ACCOUNTABILITIES AND RESPONSIBILITIES

Accountability/Responsibility
Description

Diary Management

• Coordinate and manage complex diaries for four Executive members, ensuring all schedules are aligned and conflicts are resolved with respect to the company’s values of collaboration and care.
• Proactively anticipate and resolve scheduling conflicts, balancing the needs and commitments of all stakeholders.
• Ensure that Execs’ diaries are kept up-to-date and accurate, including booking meetings, coordinating meeting arrangements, sourcing and booking venues, and sending invitations.
• Proactively manage the Execs’ time by thinking ahead to determine where and how they should be spending their time based on business priorities and key relationships.

Meeting Coordination

• Arrange and manage all aspects of meetings
• Ensure meetings are organised efficiently and effectively

Travel Arrangements

• Organise and manage complex travel arrangements, including flights, accommodation, and itineraries, with a focus on meeting the preferences and requirements of the Executive member.
• Ensure that all travel arrangements are managed efficiently and within budget
• Produce comprehensive itineraries and manage last-minute changes or disruptions with professionalism, ensuring solutions align with the company’s caring and driven nature.

Expense and Invoice Management

• Handle invoicing, expenses, and budget tracking for the Executive team, ensuring accuracy and timely processing. Raise and monitor Purchase Orders (POs) throughout the year on behalf of the Execs.

Room Bookings and Facilities Coordination

• Manage room bookings and facilities arrangements for the Executive team, ensuring logistical needs are met while considering the impact on others.
• Engage with colleagues to find mutually agreeable solutions in situations of limited room availability.

Task Prioritisation

• Prioritisation of Tasks: With responsibility for supporting four Executive members, the PA must expertly prioritise tasks to ensure that the most critical and time-sensitive activities are addressed first. This requires a keen understanding of the business’s strategic objectives and the ability to balance competing demands effectively.
• Proactive Management: Continuously monitor and adjust priorities based on changing circumstances, ensuring that urgent matters are handled promptly while longer-term tasks are managed effectively.
• Effective Communication: Clearly communicate priorities to the Executive team, ensuring that expectations are managed and that all parties are aligned on the most important tasks and deadlines

Building and Navigating Networks

• Establish and maintain a strong network within the international group, ensuring that relationships are built and nurtured across different regions and departments. This network is crucial for navigating the complexities of our business and ensuring that tasks are completed efficiently and effectively.
• Navigate the business landscape both in the UK and internationally, utilising strong communication and relationship-building skills to ensure that tasks are completed, and objectives are met.

Personal Development

• Take responsibility for your own development and the continuous improvement of knowledge, skills, and work methods. Ensure knowledge is kept up to date through training and development opportunities, keeping abreast of developments within the company.
• Actively seek and encourage feedback from Execs and colleagues to improve performance. Communicate and share knowledge with team members

General Administrative Support

• Provide additional administrative support as required, including document preparation and handling confidential information with the utmost discretion.