Main Duties and Responsibilities The Executive Assistant anticipates the needs of colleagues and visitors, acts as a trusted gatekeeper for senior leaders, and supports effective communication across office, production, technical, supply chain, and sales teams. The role requires excellent organisation, attention to detail, discretion, strong communication skills, and the ability to proactively manage a varied and fast-paced workload. Main Duties include: Act as the first point of contact for visitors, customers, and contractors, managing calls, emails, mail, couriers, and visitor processes in a professional and timely manner. Provide high-level executive and administrative support to the Managing Director and Senior Leadership Team, ensuring effective organisation, planning, and use of leadership time. Manage complex diaries, meetings, travel arrangements, and correspondence, acting as a trusted gatekeeper for senior leaders. Prepare agendas, presentations, reports, and meeting packs, take accurate minutes, and track actions to ensure follow-up and delivery. Act as a central communication link between senior leadership and office, production, technical, supply chain, and sales teams. Maintain a highly organised, safe, and fully stocked office environment by overseeing facilities, consumables, procurement, equipment checks, and basic pest-control reporting. Manage confidential and sensitive information with professionalism, discretion, and sound judgement. Maintain accurate records, document control, and filing systems in line with company policies and procedures. Support cross-functional projects and continuous improvement initiatives across the business as required. Coordinate logistics-related activities including dry ice and fuel ordering, vehicle tax and insurance administration, and operational support tasks as required. Support basic accounting functions, including processing purchase orders and invoices, managing petty cash, and tracking expenses to assist the wider team. Other duties as required by management or the wider team.
Person Specification Be a champion of Mackie’s – supporting the aims and direction of the business. Excellent organisational and time-management skills, with the ability to manage multiple priorities effectively Strong written and verbal communication skills, confident working with stakeholders at all levels High attention to detail and accuracy, particularly when handling documentation and information Professional, approachable, and customer-focused manner Proactive and self-motivated, able to anticipate needs and take initiative Discreet and trustworthy, with a strong commitment to confidentiality Flexible and adaptable, able to respond positively to changing business demands Calm and resilient under pressure, maintaining effectiveness in a fast-paced environment Collaborative team player, able to work across departments and functions Strong IT and administrative skills, with confidence using Microsoft Office and business systems
Experience and Qualifications Proven experience in a senior administrative, executive assistant, office manager, or business support role Experience supporting senior leaders, including diary management, meetings, and travel coordination Experience working in a fast-paced office or operational environment (manufacturing or food production desirable) Experience managing a wide range of administrative, facilities, and office operations tasks Experience handling confidential and sensitive information with discretion and professionalism Experience supporting basic finance processes, including invoices, purchase orders, expenses, and petty cash Strong IT skills, including Microsoft Office; experience with ERP systems such as SAP desirable High school diploma or equivalent