Executive Assistant to COO (with finance experience)
hace 3 días
Swansea
Blue Arrow is urgently recruiting for an Executive Assistant to COO (financials) to join our clients growing team based in the Swansea area working for a manufacturing company. Contract: Permanent Salary: £38,000 pa Hours of work: 40 hrs pw Mon-Fri: 8.30am-5pm Objective of the Role: To provide comprehensive executive, operational and administrative support to the Chief Operating Officer, ensuring the efficient coordination of business operations, strategic projects, governance activities and compliance requirements. Key Responsibilities: Executive Support • Provide proactive executive support to the COO., • Manage a complex diary, meetings and appointments., • Coordinate domestic and international travel arrangements., • Prepare agendas, reports, presentations and briefing papers., • Take minutes and distribute actions following operational meetings., • Manage confidential correspondence and sensitive documentation., • Screen communications and prioritise matters requiring the COO's attention., • Monitor action logs and ensure agreed actions are completed. Operational Coordination • Coordinate cross-functional operational projects., • Track and record Grant application and finances., • Track departmental objectives and operational KPIs., • Assist with project planning and implementation., • Produce management reports and operational dashboards., • Liaise with senior managers regarding operational priorities., • Coordinate company-wide operational meetings., • Support business planning activities. Business Management System (BMS) Administration • Maintain the Company's Business Management System., • Ensure all controlled documentation remains current and accurately version controlled., • Coordinate document approvals and distribution., • Monitor document review schedules., • Maintain company procedures, policies and work instructions., • Ensure obsolete documentation is appropriately archived., • Support continual improvement initiatives., • Assist departments with document control requirements. ISO Management Systems Support Training will be given. Support the COO in maintaining compliance with all applicable management systems, including (where applicable): ISO 9001 - Quality Management, ISO 14001 - Environmental Management, ISO 45001 - Occupational Health & Safety, ISO 27001 (if applicable) Responsibilities include: • Maintaining the ISO audit schedule., • Coordinating internal audits., • Preparing documentation for external certification audits., • Maintaining audit records., • Monitoring corrective and preventive actions., • Following up outstanding audit actions., • Maintaining risk registers where appropriate., • Supporting management review meetings., • Assisting with annual accreditation renewals., • Coordinating evidence gathering across departments., • Supporting continuous improvement programmes., • Meeting & Committee Support Coordinate and administer: • Operations Meetings, • Senior Leadership Meetings, • Management Review Meetings, • ISO Management Reviews, • Health & Safety Committee, • Continuous Improvement Meetings, • Project Steering Groups Data & Reporting • Produce weekly and monthly operational reports., • Analyse operational information., • Maintain KPI dashboards., • Prepare Board reports., • Generate management information., • Assist with data accuracy and reporting. Required Skills: Essential • Previous experience as an Executive PA supporting a senior executive., • Financial background, • Excellent organisational skills & Exceptional attention to detail, • Outstanding written and verbal communication., • Advanced Microsoft Office skills., • Ability to manage multiple priorities., • Strong administration skills., • Excellent minute taking., • Experience producing professional reports., • Degree Educated: Business or Economics or the like., • Driving licence essential Business Management Systems • Experience maintaining controlled documentation., • Knowledge of document control principles., • Experience supporting ISO management systems., • Experience coordinating audits., • Understanding of corrective actions and continual improvement., • Experience maintaining operational records. If you feel you have the right experience for the above role, please submit your CV for immediate response. Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people. JBRP1_UKTJ