Executive Assistant - maternity contract

We are looking for an Executive Assistant to join us, working in a fixed term maternity contract.

The role in a nutshell: To provide full EA support to the Deputy Managing Director, Chief Operating Officer and Sales Director at TFSUK, carrying out all duties in a timely and efficient manner.

What you’ll be doing:

• Acting as first point of contact:  dealing with correspondence (incoming emails and post) on behalf of the Deputy Managing Director, Sales Director, and Chief Operating Officer,  handling enquiries and requests competently.
• Organising and maintaining diaries on behalf of three directors, including making appointments, organising meetings, organising performance reviews and arranging catering
• Arranging travel, visas and accommodation and manage itineraries
• Ensure presentations and reports are prepared in a timely manner for submission to Operational Leadership Committee, Management Board Meeting and TFSUK Executive Board and any other meetings
• Ensure monthly Operations Reports are collated and circulated to wider management monthly
• Help with arranging Annual Dealer Director meetings/dinner/logistics
• Arrange Department team meetings and monthly catch ups with line managers.
• Supporting meeting governance by taking minutes and actions as required.
• Ensure company car forms and expense reports are completed and submitted
• Raising Purchase orders within Concur and ensuring payment of invoices are processed

Key Experience & Skills:

• Experience of diary management.
• Experience working in a busy environment.
• Proficiencies in using Microsoft Office software, particularly PowerPoint.
• Good level of literacy and numeracy.
• Demonstrable experience of working autonomously with limited supervision.  

Attributes & Behaviours:

• Good time management and organisational skills.
• Strong written and verbal communication, including confidence in presenting.
• Self-motivated and proactive worker.
• Keen attention to detail.
• Able to work effectively with all levels of staff and external partners.
• Able to coordinate multiple events, tasks and responsibilities.

At Toyota Financial Services (TFS) it is more than just an externally bench-marked salary and bonus, we also offer:

• Hybrid working pattern is 2 days in the office and 3 days from a location of your choice.
• Access to attractive car schemes for you (& your family) for Toyota & Lexus cars
• Excellent pension scheme (up to 6% employee contribution and 15% employer contribution).
• Generous annual leave of 25 days which increases with service and holiday purchase option
• Private Medical Healthcare (single, partner/spouse and dependent children) with Digital GP Service
• Group Income Protection cover with Aviva including physical, mental, and financial wellbeing services
• Employee Assistance Program
• Eye tests
• Onsite gym, Sports and Social Club, & flu jabs to keep you healthy
• Wellbeing hour each month and many more initiatives throughout the year to encourage a healthy mind and body, and to raise awareness and celebrate diversity, equity and inclusion.
• Dress for your day policy to make you feel comfortable at work
• Eco HQ, free parking & restaurant
• Two volunteering days per year
• Reward gateway voucher discounts
• Flexible working scheme and we welcome flexible working conversations at interview
• Regular 121s with your manager, a personal development review (PReview) each quarter
• A wide range of learning & development opportunities including Linked In Learning courses
• £250 contribution towards you learning something new outside of work
• Annual events (e.g., summer party, BBQ & Xmas party) including Countdown to Christmas events every December - it is so much fun!

Our Recruitment Process

At Toyota Financial Services (TFS) we value everyone and are pleased to be recognised as a Disability Confident Employer.

We are committed to supporting disabled applicants throughout the recruitment process. Should you meet the minimum criteria for this role and wish to apply under the DC scheme, you may be moved forward to the next stage. Please ensure to add this information into your application.

When it comes to recruitment, please do let us know if we can adjust our process to be meet your accessibility needs.

Some examples of how we might be able to help are listed below:

• Providing a copy of interview questions before the interview
• Organising a time and location that best suits you
• Allowing additional time for the assessment and interview

We are happy to review any adjustment on a case-by-case basis to support you to be your best self.