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.