Job Title: Executive Assistant (Fixed Term 1 Year)
Division: Admin Team
Reports To: Assistant Accountant
Location: Tobermore HQ
Hours of Work: 08:30am-5:00pm Monday to Friday + rotating Saturday shift as required (08:00am-1:00pm)

JOB SUMMARY:

To provide an efficient, effective and professional service fielding incoming calls and organising staff and customer bookings. This position will play an important role in supporting the ongoing success of the business by creating a professional and welcoming environment for visitors to the Head Office.
Position is fixed term for 1 year to cover maternity absence.

SKILLS NEEDED

Answering Customer Questions, Call Management, Customer Service, Managing Appointments, Data Entry and Basic Computer Skills

• Maintain a good knowledge of all Tobermore services and department responsibilities, to deal with daily customer queries by phone, post, online and face-to-face.
• Meeting, greeting and registering of all clients and visitors at reception and directing them as appropriate.
• Maintaining the highest standards of presentation in the reception area at all times.
• Supporting the arrangements for meetings, company events and other functions, including the preparation of paperwork, and other materials as required.
• Processing of all in-coming and out-going mail in accordance with office procedures.
• Looking after relevant company email inboxes and ensuring information is forwarded to the correct department.
• Recording of Customer Comments via our CRM system.
• Liaising with suppliers regarding the catering and refreshment requirements for meetings and other functions.
• Provide travel support to all relevant staff, ensuring accuracy as a top priority.
• Provide administrative support to senior management and executive level staff through the business, ensuring diary management and travel management is a top priority.
• Provide support and assistance to senior management and executive level staff for hosting customer visits to HQ. Liaise with all the relevant people involved.
• Create & maintain detailed processes for all the Executive Assistant tasks.
• Deal with staff and customers in a courteous, professional and efficient manner at all times.
• Ensure all event tickets are allocated to staff accordingly, as per the ticket procedure.
• Act in a confidential and trustworthy manner at all times.
• Carry out any other tasks as required and deemed within your competence by your manager.