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High-Level Administrative Coordinator

2 weeks ago

CambridgeNarrows, Canada Ann Pettengell Full time
Join Ann Pettengell's Team
We are looking for a highly organised, proactive, and detail-oriented Executive Assistant that can balance strategic oversight with hands-on support. As an Executive Assistant, you will play a critical role in ensuring seamless operations, strategic alignment, and effective project management across multiple business areas.

Responsibilities
- Inbox and Diary Management:
- Manage the CEO's inbox, responding to or delegating emails and flagging urgent matters.
- Maintain a clear, unified diary by combining schedules from multiple entities, ensuring that business meetings, appointments, and travel schedules are well-coordinated.
- Arrange and coordinate meetings, ensuring the preparation of relevant materials.

- Collaboration with Finance and HR Teams:
- Work closely with the finance and HR teams to implement processes that enhance efficiency across the business.

- Legal and Compliance:
- Act as the point of contact for legal matters, including agreements, contracts, and related documentation.
- Liaise with legal advisors on ongoing projects such as property purchases and patent transfers.
- Draft and manage NDAs and contractor agreements.

- Office Management:
- Serve as the primary liaison with landlords for office-related matters.
- Oversee office maintenance, IT setup, and the procurement of necessary equipment.
- Manage insurance policies and contracts for offices and technology.

- Logistics and Supply Chain:
- Manage end-to-end logistics for product and sample orders, both domestic and international.
- Oversee customs clearance, VAT exemptions, and courier arrangements.
- Ensure accurate invoicing and delivery coordination.

Requirements
- Proven experience in a senior administrative role.
- Exceptional organisational and time-management skills, with the ability to manage multiple priorities.
- Strong written and verbal communication skills.
- Financial acumen and experience with tools like Xero or similar systems.
- Familiarity with HR practices and employment regulations.
- Proficiency in MS Office Suite and collaboration tools (e.g. Teams, Slack).