Executive Assistant

Great Bear (Part of the Culina Group) provides distribution services to FMCG clients. Customer centric service focus is delivered through a site-level empowered culture.

At Culina we have a winning culture, we believe that our culture is one of the reasons our company continues to thrive… A place where you're valued, challenged, and inspired!

Job Description

We are seeking an exceptional Executive Assistant – Contract Logistics to deliver high-calibre, proactive support to our Contract Logistics leadership team. In this pivotal role, you will ensure the smooth, professional and efficient coordination of Board activity, senior leadership meetings and broader divisional operations. Acting as a trusted partner to senior stakeholders, you will exercise sound judgement, discretion and confidence while managing complex priorities and driving seamless executive support at the highest level.

Key responsibilities of the Executive Assistant:

Contract Logistics Board Support:

• Coordinate the Divisional and CG Board pack process, including:
  • Collating submissions
  • Chasing inputs
  • Version control and final collation ·
• Provide full administrative support to Contract Logistics Board meetings, including:
  • Agenda coordination
  • Minute taking
  • Action tracking and follow-up
• Act as a key point of contact to the CG Exec Board EA

Executive diary and meeting management  

• Manage diaries for divisional board members
• Proactively coordinate and prioritise meetings to ensure effective use of senior time
• Hold regular catch-ups with Board members to understand upcoming admin and coordination requirements

Meeting and event logistics  

• Manage all logistics for senior meetings, including:
  • Room bookings
  • Catering and lunch orders
  • Presentation coordination and collation
• Coordinate travel and expenses for Contract Logistics Directors
• Support the organisation and administration of:
  • SMMs
  • Roadshows
  • Other senior leadership and operational meetings

Communication and approval support  

• Collate and organise minor email queries and approval requests to facilitate efficient sign-off by senior leaders, particularly the CEO
• Maintain clear records of approvals and decisions
• Administer DocuSign workflows and ensure documentation is stored appropriately

Business case and document administration  

• Provide administrative support for business cases, including:
  • Document collation
  • Version control
  • Routing for review and approval
• Support the management of key documents using SharePoint and Teams

Teams, communications and wider coordination

• Manage and maintain Microsoft Teams channels for Contract Logistics
• Support wider divisional communications and engagement activity
• Assist with customer and BD event coordination
• Support GB and iForce Board pack collation
• Provide BRM coordination support where required

Qualifications

• Proven experience as an Executive PA / Senior EA supporting CEOs or senior leadership teams
• Strong diary management and meeting coordination capability
• Excellent organisational skills with strong attention to detail
• Confident communicating with senior stakeholders and managing competing priorities
• High levels of discretion, professionalism and judgement
• Strong experience with Microsoft Office 365, including Outlook, Word, PowerPoint, Teams and SharePoint
• Practical experience using Microsoft Copilot to support drafting, summarisation and organisation in a business environment

Additional Information

As part of our drive to make Great Bear  a great place to work. We are proud to be an inclusive and diverse organisation where we are committed to employee development and recognising success for hard working performers.

Our dedicated learning and development programmes are open to every employee to give you the opportunity to shape your own future within logistics and continue to work in an environment where team culture thrives.

Our People are the driving force behind our success, which is why we offer a wide range of benefits which include:

• Annual Leave – Competitive holiday entitlement of 25 days plus 8 Bank Holidays
• Company Bonus – We do our best work to succeed together. When we achieve our goals you'll be rewarded through our bonus scheme  
• Private Medical Cover  – This gives you peace of mind, you have choice, flexibility and speed of access to the most clinically appropriate care via Bupa
• Pension scheme – we want colleagues to enjoy a comfortable retirement so we offer a great contribution of 5% employee and 8% employer
• Life Assurance - x4 your annual salary
• Wellness – Via our Employee Assistance Programme we offer immediate access to a confidential telephone counselling and legal information service that operates 24 hours a days, 365 days a year
• Eye Care Vouchers – We can provide you with substantial savings with free eye tests and discounts on prescription glasses
• Reward & Recognition – We recognise that employees have gone the extra mile via Employee of the month and year, special recognition and long service awards.
• Everyday discounts - via our benefit platform you will have access to over 50 retailer discounts for everyday savings!

If you meet the requirements for the above role and are looking for your next career opportunity please apply now and become a part of our #WinningTeam!