Executive Secretary - J36141804

Job Title: Executive Secretary

Location: Gaydon, Warwickshire

Rate: £21.81ph via an Umbrella Company (Inside IR35) or £16.37ph PAYE

Employment Type: Contract (31.3.26)

Hours: Standard 40 Hours Per Week

Reference: J36141804

Job Description:

Key Accountabilities & Responsibilities:

• Diary management – prioritising the Director’s time and ensure they are sufficiently briefed.
• Attend team meetings as required, noting and following through on all actions until complete.
• Responsibility for compiling all daily files and approvals in a timely and quality manner.
• Creation and management of Director’s expenses and approval of first line.
• Provide direction to Director on priorities, to include supporting paperwork, deadlines etc. with recommendations.
• Manage Director’s emails and tasks until complete, prioritising and delegating where necessary, flagging up immediate and urgent concerns and acting accordingly.
• Represent the company to externals in a professional, courteous, and knowledgeable fashion, either face-to-face, through written communication or in clear and concise manner by phone.
• Arrange team meetings/ town halls / away days as appropriate and directed to, adhering to company policy and procedures.
• Provide holiday cover for wider team as required.
• Work cross functionally with other business support/ co-ordinators to share information and build synergies in ways of working to ensure the latest information is always available.
• Undertake any other work as directed by the Director’s and the CCO Business Manager in connection with their job as may be requested.

Key Interactions:

• Director that the role supports.
• Business Manager to the Chief Creative Officer.
• PA network within Creative.
• The Creative Organisation.
• Cross-functional teams external to Creative.
• External Suppliers/ Partners where applicable.

Essential Skills:

• Live our Creators Code and ensure all interactions work towards a successful outcome.
• Strong computer skills to include excel, word and PowerPoint etc.
• Excellent communication skills – both written and spoken.
• Agile and flexible approach to change – adapting last minute business priorities.
• Strong ability to organise Director’s tasks, to ensure objectives are met, making recommendations where appropriate.
• Strong project management capabilities with excellent execution skills and the ability to multitask.
• A proactive approach, always looking ahead and ability to see beyond the short-term immediate tasks, providing recommendations and suggestions, looking at the bigger picture.
• Able to negotiate/influence at all levels within the organisation.
• Highly organised with meticulous attention to detail.
• Ability to work in a fast-paced environment and have a proactive approach to change.
• Ability to react quickly and efficiently to last minute requests, understanding wider implications for the business.
• Resilient and enthusiastic, an individual able to deliver results under pressure, whilst responding constructively to challenging new ideas and inputs.
• Self-motivated, passionate and co-operative with a can-do attitude.

• Advanced knowledge of key business systems and processes, e.g. quality tools and techniques.
• Demonstrates our Creator's Code behaviours of Customer Love, Unity, Integrity, Growth and Impact.
• Continually working hard to deliver a modern luxury experience to earn and keep our customers trust and loyalty.
• Embracing differences, being empathetic, welcoming challenges together empowering each other to deliver.
• Building trust by speaking openly and honestly, listening attentively, and treating others respectfully.
• Taking initiative and using failure as an opportunity to learn. We develop by giving + seeking honest feedback.
• Making a difference through our results. We innovate and never lose sight of what we want to achieve.
• A good team player who is able to work to pre-defined procedures.
• An individual with the ability to prioritise their workload.
• An individual with the ability to make timely decisions in line with agreed procedures and escalate as appropriate.
• An individual with a customer focused approach.