Executive Assistant to COO (with finance experience)

Blue Arrow • Permanent • Swansea, Swansea, Wales, United Kingdom • £38k / year • 2d ago

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.

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