Executive Assistant and Front of House

Executive Assistant & Front of House

Job description
I Holland Limited is the most well-known producer of tablet punches and dies in the world. We have been in business for 75 years and are a true British industrial success. Thousands of customers in over 100 countries rely on us to supply precise tooling solutions based on our decades of experience, research, and engineering know-how.

Job purpose
Be the first point of contact for visitors to I Holland, support the customer service administration team and provide a supportive function to the Executive Leadership Team.

Principal duties & responsibilities

Front of House

* Greeting and checking-in site visitors at reception in a professional and welcoming manner, whilst taking pride in a polished, personal presentation of appearance and follow implemented processes for booking in and maintenance of visitor logs. Coordinate refreshments as and when necessary.
* Answer inbound telephone calls and redirect as appropriate.
* Manage the reception area ensuring it is tidy, presentable and stocked with necessary materials.
* Ensure meeting rooms are kept tidy and presentable, ready for next use and materials/refreshments are sufficiently stocked.
* Manage booking out / in of company pool car to implemented process.
* Management and use tannoy system to clearly and articulately send daily announcements and messages as and when required.
* Manage incoming post and distribute accordingly.
* Manage outgoing post, ensuring it is prepared and ready for daily collection.

Customer Service Support

* Support CSA team leaders with administrative tasks as and when required and where sufficient training has been provided.
* Booking in of samples if addressed CSA is not in the building.
* Daily scanning of documents raised by dispatch and process accordingly.
* Monitor and report on lead generation activities, analysing key data points to refine strategies for continuous improvement
* Work closely with sales team to ensure smooth lead handovers and accurate tracking of the sales funnel.
* Maintenance and upkeep of account data in Navision and CRM systems when required.
* Assistance as required to Accounts Department, Despatch Administration and Human Resources.

Executive Assistant

* Support with coordination of internal and external meetings, including logistics planning, scheduling, hotel booking, dinner reservations, etc.
* Support in arranging business travel; liaising with travel agency, companions and others - preparing detailing schedules in a timely manner.
* Handle sensitive and confidential information with discretion and professionalism.
* Prepare, edit and format presentation and documentation as and when required to high standards following company branding.
* Manage and prioritise incoming communications and requests and ensure timely response and follow-up.
* Support with uploads to the Limble maintenance system

Key performance indicators in line with core values

* Customer focus: High responsiveness to requests. Sense of ownership.
* Speed of response: Timely completion of all plans, tasks & assignments, both individual & team related.
* Pride in what we do: Work consistently exceeds expectations. Interacts with other departments to improve the quality of deliverables. Adheres to schedules to deliver a high-quality product.
* Continuous improvement: Promotion by taking the initiative to identify issues and providing solutions with the goal of reducing cost and improving performance. Generates and implements multiple beneficial new ideas.
* Honesty & integrity: Communications with stakeholders are proactive, professional, and always conducted in a positive way. Extremely trustworthy and dependable.
* Positive attitude: Enthusiastic and can-do stance. Demonstrates a positive impact on the business despite challenging conditions. Helps others to remain positive.
* Compliance with all policies, procedures, and safety rules & regulations.

Preferred qualifications

The following skills and experiences are recommended for this job; however, they are not essential:

* Strong written and verbal communication skills.
* Excellent organisational and time management skills. Ability to prioritise work to meet deadlines.
* The ability to multitask, ensuring all details are captured and addressed
* IT literate primarily with Microsoft Outlook, Word and online booking, etc. Excel & Microsoft Dynamics are a bonus.
* Flexible with regard to work times.
* Confident in talking to and engaging people face to face and virtually / via telephone.
* Personable, with experience in a similar role & maintaining a welcoming environment.

Terms and Conditions of Employment
Please note that any offer of employment is contingent upon the following conditions: agreement to a Disclosure and Barring Service (DBS) check, References/Background & Right to Work Documentation checks. The Company may terminate employment without notice if any documentation is unsatisfactory.

Job Types: Full-time, Permanent

Pay: £12.72-£13.21 per hour

Expected hours: 39 per week
8.30 am-5 pm Monday - Thursday
8.30 am-4 pm Friday

Benefits:

* PRP - Profit-related pay
* Company Pension
* Cycle to work scheme
* Employee discount
* Free flu jabs
* Free parking
* On-site parking
* Store discount

Schedule:

* 8-hour shift
* Day shift
* Monday to Friday
* No weekends

Work Location: In person - Long Eaton, Nottingham

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