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Business Assistant

Major foreign holding in wholesale trading of fabrics and clothing trade, in connection with the extension, opened a position of


Principal Responsibilities - Business Assistant

•          Arranging Board of Directors and management meetings (including client meetings) and minuting where required

•          Day-to-day management of the Chief Executive’s diary and meeting schedule and liaison with the Chair’s diary

•          Liaising with clients and philanthropists at a high-level on behalf of the Chair and Chief Executive

•          Setting up Business Planning meetings and coordinating all meetings in support of team efficiency; working with the Chief Executive and Head of Business Planning to ensure the team meets business planning targets • Liaising across major client contracts to ensure efficiency of delivery,

•          Providing direct support for the Senior Management team as required, particularly in meeting business planning targets

•          Maintaining all HR records, staff contracts, appraisal and training records

•          Supporting the Chair and Chief Executive to prepare information for presentations, media interviews etc

•          Updating the CEO on key organisational issues when he is out of the office

Client management

•          Preparing client project proposals and other new business proposals

•          Undertaking client work as required to meet the needs of the business

•          Preparing and managing client contracts/agreements

•          Supporting Heads of Department in coordinating pipeline and work-flow

•          Developing effective systems with the CEO and Head of Business Planning to ensure the smooth operations of the business

•          Proactively managing all client project management systems and evaluation

•          Taking a coordinating overview of all office systems to ensure their effective running and development.

Business monitoring

•          Administration of the on-line time-recording and invoicing system (1C)

•          Being a key point of contact with Surya Group accounts and auditors to provide information required

•          Undertaking ad hoc analyses of billable and non-billable time records

•          Maintaining contingency fee records

•          Preparing weekly and monthly business billing updates in conjunction with the Head of Business Development (NB in conjunction with admin support)

•          Preparing draft client invoices (NB in conjunction with admin support)

•          Credit control: monitoring unpaid invoices and initial client contact (NB in conjunction with admin support)

Staff management

•          Scheduling regular personal review, appraisal and mentoring meetings

•          Co-ordination of employees’ payroll administration data for outsourced accountancy provider

•          Maintenance of employee holiday and sick leave records

•          Co-ordination of updates of the Staff Handbook and other policies

•          Developing the team training function and holding records of staff development

•          Undertaking key HR duties, including drafting of employment contracts in liaison with the Head of Business Unit.

Business planning and project management

•          Supporting the Chief Executive and Head of Business Planning with all management meetings in relation to Business Plan development

•          Undertaking key streams of work in relation to Business Plan development

•          Undertaking project management work as required by the business General office support

•          Representing Surya regarding office management and facilities provision

•          Liaising with landlord on matters concerning building maintenance, facilities and utilities

•          Co-ordinating the filing and update of business documentation held in hardcopy and electronically (on ‘the cloud’)

•          Co-ordinating submission of expense claims and recording of supplier invoices

•          Managing office stationery and supplies

•          Liaising with other service providers, including IT as required Person Specification – Senior Executive

Knowledge, Skills and Experience Required

•          Experience of working at Executive Assistant level with senior management and senior level clients, preferably at Board level

•          Ability to manage complex and highly confidential information

•          Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members

•          IT literate with some experience of working in a team in a small charity or company

•          Numerate with the ability to present and analyse data

•          Knowledge of advanced MS office applications, including Word, Excel and Outlook

•          Excellent social skills, able to operate with diplomacy, tact and empathy

•          A high degree of personal organisation and self-management

•          Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice;

•          Ability to think proactively and laterally to maximise opportunities to promote the work of the organisation

•          A strong interest in the work of charities and/or social enterprises

•          A general understanding of external and economic trends affecting the sector in which Surya Group works


Заработная плата: обсуждается с успешным кандидатом

Испытательный срок – 3 месяца

График работы: 5/2, 9.00 – 18.00, ненормированный график работы

Оформление по ТК РФ

Место работы: м. Электрозаводская


Оплата по договоренности.

e-mail: personal@mainstaff.ru