Senior Executive Assistant

About Crowe

Crowe is a leading national audit, tax, advisory and consulting firm with global reach and local expertise. We are an independent member of Crowe Global, one of the top 10 accounting networks in the world, with access to more than 40,000 people in over 140+ countries and across more than 800+ offices globally.

Our vision is to be recognised as essential to the future success of our clients by helping them to answer tomorrow’s questions and make smart decisions that have lasting value through the highest quality audit, tax, advisory and consulting services.

Crowe is where talented people can realise their potential, are successful and enjoy what they do by making a positive difference to our clients, communities and each other.

At Crowe, our aim is to create a community where regardless of gender, identity, sexuality, race, ethnicity, education or background, everyone is valued, can flourish and achieve their full potential.

Administration Duties:

• Answer incoming telephone calls, transfer to the relevant person, or take a message, emailing the relevant colleague with details to call back.
• Open any incoming post, date stamp, and insert partner/manager initials in readiness for uploading on to M-Files.
• Inform appropriate staff members by email of all deliveries that arrive at reception and let ground floor reception know when we are expecting deliveries.
• Book meeting rooms for staff and client meetings
• Prepare all meeting rooms, in advance of meetings, pens, and refreshments.
• Clear meeting rooms at the end of meetings.
• Book taxis.
• Provide admin support to the office.
• Allocate 2 Crowe parking spaces.
• Ensure any items dropped off in reception are put on the Delivery & Postage Tracker spreadsheet so we have a trail of who they were passed to.
• Liaise with reception re fobs for new starters and leavers and report any lost fobs.
• Book couriers.

Housekeeping Duties:

• Refill the drinks machine, replenish supplies and clean throughout the day. Deep clean thoroughly on a weekly basis.
• Carry out stock check re kitchen supplies and office stationery supplies.
• Ensure the reception and kitchen areas always remain tidy.
• Ensure shredding bin/sacks are stored correctly.
• Coordinate the collection of confidential shredder bags and used toner/cartridge bags.
• Collecting milk delivery from main reception on allocated days.
• Emptying the dishwasher in the morning and throughout the day when needed.
• To ensure kitchen equipment in meeting suite is maintained appropriately i.e coffee machine cleaned after every use, fridges are kept in a tidy and are in correct working order
• Monthly sink cleaning
• Monthly dishwasher filter clean
• Report any issues around cleanliness of the office

Visitors Duties:

• Greet visitors and inform the relevant staff their visitor has arrived.
• Where possible update ground floor reception of any expected visitors.
• Make refreshments for visitors.
• Book lunches when required

Building and Health & Safety Duties:

• Support Helen with buildings issues
• Ensure Health and Safety board in recreation area is up to date and kept tidy
• Check and record water temperature monthly.
• Check and record Fire extinguishers are available and in working order monthly.
• Check and record Fire doors are in working order monthly.
• Check and record First Aid content on request and inform Helen of any low stock.
• Complete and record weekly health and safety checks on Meeting Rooms, the Server Room and the Breakout Area/Kitchen.
• Monitor personal hygiene products in the toilets.
• Maintain the Maintenance document on M-Files – checking when things are coming up in the diary and liaising with Helen.

IT Duties:

• Check printers daily to check they are fully stocked up with paper.
• Produce new starter bags and ensure laptops and routers have been received for new starter.
• Ensure we receive all returned items from leavers and inform Tech Admin when items have been returned, taking guidance on whether equipment is returned to stock or sent to Computer Aid.
• Liaise with the Tech Admin team to arrange Computer Aid collections.
• Make sure we have adequate IT items in stock in the server room and keep to a minimum level.
• Put any laptops on the network for IT
• Keep server room tidy
• Report any printer issues to Fresh service/Apogee

Events Duties:

• Set up for any events taking place in the office.
• Liaise with the cleaners to make them aware of any events.
• Help run any events in the office and set up the rooms/spaces.
• Do name badges for any events

The ideal candidate needs to be confident, a good communicator with excellent interpersonal skills. Be organised and be able to maintain a positive attitude, especially when under pressure and be able to stay calm and decisive and have good attention to detail. Need to be flexible with their hours as at times help with events may have to stay late or come in early.