About the Role:
We are currently seeking an Executive Assistant to the CEO to join our team located in our Bayswater Head Office.
To provide high level, confidential executive support to the CEO or Executive (e.g. CEO, CFO, or other senior executive), enabling them to focus on strategic priorities, while also managing ANCA's reception function to ensure a professional first impression for all visitors, clients, and staff.
This position combines senior executive assistant duties with leadership of the reception team, ensuring the CEO/Executive's office runs smoothly and that reception is always covered, well-trained, and reflective of ANCA's professional standards.
Key Responsibilities:
Health & Safety
- Ensure the working environment is safe at all times and that activities conducted are safe and don't harm self or other employees
- Maintain Safety compliance with the relevant legislation and regulations for safe working practices and functional compliance
- Eliminate risks in the working environment by conducting housekeeping, conducting risk assessments and working with the line manager to eliminate or at least mitigate the hazards
- Report incidents such as near misses, accident or equipment damage using the reporting system
- Report incidents of any form of harassment, bullying or adverse behaviours
- Report any perceptions of deterioration in or concerns about the mental and emotional wellbeing of others
- Observe all Health and Safety instructions (including wearing all prescribed PPE) at all times
Executive & Calendar Support
- Manage the CEO's diary, appointments, and travel arrangements, proactively resolving scheduling conflicts and prioritising competing demands
- Coordinate domestic and international travel itineraries, visas, and accommodation, ensuring cost-effective and efficient arrangements
- Act as the first point of contact for the CEO, screening and prioritising correspondence, calls, and requests with sound judgement and discretion
- Draft, proofread, and format correspondence, presentations, reports, and other documents on behalf of the CEO
- Process the CEO's expenses, invoices, and other administrative requirements in a timely and accurate manner
- Anticipate the CEO's needs and proactively manage competing priorities to maximise the CEO's time for strategic and high-value activities
Board & Meeting Coordination
- Coordinate Board and Executive Leadership Team meetings, including agenda preparation, collation of papers, minute-taking, and follow-up on action items
- Own and maintain the executive action and commitment tracking system, ensuring actions and commitments arising from Board, Executive Leadership Team, and stakeholder meetings are logged, monitored, and progressed to completion
- Ensure Board and Executive Leadership Team papers are accurate, complete, and distributed according to agreed timetables
- Support the CEO in preparing materials for Board and stakeholder meetings, including presentations and briefing notes
- Develop briefing packs as required for meetings and travel, ensuring the CEO/Executive has the information, materials, and logistics needed to be fully prepared
- Coordinate meeting room bookings, catering, and technology/AV requirements for Executive and Board meetings
Stakeholder & Event Management
- Liaise professionally and confidentially with senior executives, Board members, customers, and external partners on behalf of the CEO
- Build effective working relationships across the business to facilitate smooth communication and information flow to and from the CEO's office
- Work closely with teams across ANCA's global regions to support the CEO/Executive's engagement, scheduling, and information flow across different time zones and business units
- Assist with the coordination of special projects and initiatives as directed by the CEO
- Support the planning and execution of company events, executive offsites, and stakeholder functions
- Assist with the coordination of VIP visitors, ensuring a professional and seamless experience from arrival through to departure
Reception Management
- Manage and roster the two Receptionists to ensure reception is always covered during business hours, including planning for leave, absences, and peak periods
- Ensure Receptionists are properly trained, onboarded, and supported to deliver a professional and welcoming first impression to all visitors, clients, and staff
- Set clear expectations and monitor the performance of the Receptionists, providing coaching, feedback, and day-to-day guidance
- Ensure Receptionists correctly manage incoming calls, greet and direct visitors, and follow sign-in/security procedures
- Ensure incoming and outgoing mail, couriers, and deliveries are coordinated effectively by the reception team
- Ensure front-of-house and boardroom areas are maintained and presented to a professional standard at all times
- Oversee meeting room and boardroom bookings for the wider business, ensuring the reception team resolves scheduling conflicts appropriately
- Ensure office and kitchen supplies are ordered and managed by the reception team, liaising with vendors as required
- Escalate and coordinate building and facilities-related matters raised by the reception team to the appropriate area of the business
Confidentiality & Compliance
- Manage sensitive and confidential information relating to the business, its people, and its strategy with the utmost discretion
- Ensure compliance with ANCA's policies and procedures in the handling of confidential and Board-related material
- Maintain accurate records and filing systems for the CEO's office in accordance with ANCA's document retention practices
Other
- Model ANCA behaviour always, ensuring the Vision, Mission and Values are embedded throughout areas of control
Required Skills & Knowledge:
Benefits:
- Flexible working arrangements.
- Career development opportunities available.
- Opportunity to work across many varied projects.
- Employee Assistance Program – for employees and immediate family.
- Employee bonus schemes.
Why ANCA?
At ANCA, we strive to foster an environment that encourages creativity, innovation, and teamwork. We do more than just make machine tools; we are constantly pushing the boundaries of what is possible and provide our team the freedom to do this, whilst having a lot of fun along the way.
We welcome people from different backgrounds, cultures, and ways of thinking. We value people with a taste for problem-solving, an entrepreneurial mindset and a collaborative approach. Whilst our work has its challenges, we are a supportive team that helps develop our people to create the next generation of technology.
It is our values and our people that set us apart and shape our reputation as one of the world leaders in our field.
If you’re ready to be challenged to be the best you can be – ANCA is the place for you. Apply Now.
DISCLAIMER - By submitting an application for this position, applicants acknowledge that in accordance with the Defence Act 1903 (as amended by the SAMS legislation), certain individuals are required to obtain a Foreign Work Authorisation (FWA) prior to commencing employment with ANCA. Successful applicants who fall into the categories specified by the Act must have a valid FWA in force or obtain one before being eligible to commence employment at ANCA.
