Executive Assistant

At Tata Technologies we make product development dreams a reality by designing, engineering and validating the products of tomorrow for the world’s leading manufacturers. Due to our continued growth we are now recruiting for an Executive Assistantto be based at our office in Warwick.

The Role:

To provide full secretarial and administrative support to the Executive Vice President for Aerospace domain at Tata Technologies. Role involves the production of correspondence and reports, proof reading and formatting documents, diary management and coordinating meetings, expense management and travel support.

Area of Responsibility

·Provide high-level executive and administrative support. Uphold strict levels of confidentiality

·Coordinate executive communications, including taking calls, responding to emails and interfacing with customers

·Inbox management, highlighting priorities or responding on your executive’s behalf where appropriate

·Take responsibility for EVP’s schedule and diary management.

·Management of the Corporate calendar with support of the other EA’s

·Support the EVP with presentation materials and briefing packs.

·Manage complex and changing diaries including scheduling, negotiating appointments and meetings and organising associated and supporting documentation

·Coordinate effective meetings by organising and collating meeting agendas, providing confidential minute taking and distribution and coordinating follow up actions. This includes room bookings and equipment set up such as teleconferencing, projector and refreshments

·Manage travel itineraries and reservations as needed, including expense reimbursement

·Coordinate requests for information from internal and external stakeholders and provide a professional first point of contact for all enquiries

·Visitor management

·Maintain an organised filing system of paper and electronic documents

·Raising and receipting purchase orders

·Ordering stationery, office supplies and equipment using the company’s internal software

·Demonstrate the highest ethical standards and exemplifies the company values and behaviours

·Create and manage a contracts database, including a precedent back for the business to access directly.

·Support company secretarial duties.

·Be a point of contact for all legal and compliance related issues.

·Manage relationships with internal and external stakeholders.

Knowledge / Experience

Essential

·Significant experience as an Executive Assistant or similar

·Dealing with senior stakeholders from customer organisations

·Strong organisational skills

·Excellent interpersonal skills with an ability to relate appropriately to a wide variety of people and to establish relationships with internal and external stakeholders

·Excellent written communication skills and literacy to be able to draft correspondence, produce minutes and summarise researched information

·Attention to detail and methodical in approach

·Highly proficient at all Microsoft office tools

·Strong time management skills and the ability to manage and prioritise own workload and highlight priority areas to EVP

·Able to work as part of a team with other EAs in the business to provide seamless support to the C-Suite and Executive team

·Able to remain calm under pressure, manage multiple activities at the same time and adapt to changing business and project priorities

·Willingness to undertake relevant training as required

·A friendly and approachable manner, presenting a professional image

·Able to maintain confidentiality at all times

Desirable

·Business Administration qualification

·Experience operating at Board/Executive level

·Manufacturing/engineering sector experience

In return for bringing your expertise to our business we offer a competitive salary along with excellent benefits including:

·Pension Scheme – We match employee contribution up to 5% of salary

·25 Days’ Holiday

·Private Health Care

·Tata Jaguar Land Rover Privilege Scheme - up to 20% off new JLR vehicles

·Group Income Protection

·Health Assured – Employee Assistance Program

·Group Life Assurance

·Health Shield – Private Health Cash Plan

Tata Technologies: Engineering a better world.

Tata Technologies would like to thank all applicants for their interest, each application will be reviewed against the set criteria for the role. We would like to advise that only candidates under consideration will be contacted. If you do not hear from us within 10 working days following the closing date it will mean that unfortunately your application has not been successful. We will however retain your details for any suitable future opportunities.