Executive Assistant

at  The Pilot Group

ABOUT ESL;

ESL connects the demand and supply of industrial electrical components. As the world shifts to a more electric future, ESL helps customers procure their needs in this space by thinking and operating differently.
The company joins supply chains together in a simple and easy-to-deliver way. ESL sources requirements internationally to develop long-term relationships with customers and suppliers, we hold stock in three warehouses (UK, Europe and America), we provide next-day delivery, and we provide local service in many countries by communicating in more than 18 different languages.
ESL is headquartered in Manchester with people located around the world. It was founded by two female entrepreneurs 17 years ago– (both are still in the business) and the company has continued to deliver double-digit growth year after year. The company has 75 amazing people with brilliant skills.

KNOWLEDGE, SKILLS AND EXPERIENCE:

• Extensive experience of supporting Senior Executive level in a high performance, fast paced organisation
• Able to use a variety of IT packages (e.g., Office 365, etc) at advanced standard – Excel, PowerPoint,
• Experience of working within an administrative role with robust administrative skills and the ability to draft documents without guidance.
• Experience in organising complex and ever-changing schedules.
• Proactive, works on own initiative, and is effective when under pressure.
• High level of proactivity, able to use own initiative with a resourceful approach.
• Highest level of integrity with the ability to maintain confidentiality and discretion.
• Ability to project manage – ensuring clear requirements, monitoring, and control to deliver the objectives in a timely fashion.

PURPOSE OF THE ROLE:

To play a central part of providing an efficient and accurate administration and project support to the Business Development Director and Co-founder – this role is all about driving the business forward and commercial decision making.
Working closely with her, you will make sure diaries, projects and commitments runs as smoothly and efficiently as possible, therefore enabling her to focus on her responsibilities in the knowledge that all the support, logistics and arrangements have been taken care of in line with Company policy and practices.

PRINCIPAL ACCOUNTABILITIES:

• Work across the Teams in the business ensuring that project milestones / deadlines are being met – ensuring the Business Development Director is kept up-to date whilst maintaining project pace.
• Schedule business trips for the management and report back on key updates – this includes tracking any follow up sales from the business development teams.
• Act as a central point of contact for the Business Development Director – this includes using initiative to proactively chase deadlines.
• Provide Outlook and diary management.
• Coordinate and implement meeting schedules.
• Assist with the set-up of office meetings including booking meeting rooms, video/call conferencing, catering, AV and confirming details with attendees in a timely manner.
• Assist with relationship management: database entry for contacts, drafting, sending, and tracking invitations and communication.
• Provide an effective professional response to all visitors and enquiries by phone and face-to-face.
• Open, acknowledge and co-ordinate responses to post and e-mail enquiries.
• Monthly expense reconciliation
• Provide support in gaining business approvals, purchase orders and expenses.
• Coordinate the activities such as diarise calls, minute meetings and manage the central database.
• Arrange, coordinate the agenda, and minute the monthly meetings of board, exec, and other meetings.
• Arrange and coordinate the agenda and preparation meetings and create Board packs ensuring all papers are submitted in a timely manner.
• Create presentations, reports, documents, printing, and distribution if needed,
• Work as part of a team across the Group to help ensure delivery of Group company goals.