Management Assistant

The Role

• Permanent
• Full Time

At Rubix UKII and Rubix Industrial Services, we're looking for an exceptional Management Assistant to provide high-level administrative and organisational support to our leadership team. This is a fantastic opportunity to join Europe's leading industrial distribution group, where you'll play a pivotal role in ensuring the smooth day-to-day operation of the business while working alongside experienced leaders on a variety of exciting projects and initiatives.

If you're an excellent communicator with outstanding attention to detail, strong organisational skills, and the ability to manage multiple priorities with confidence and discretion, this role offers the opportunity to develop your career within a collaborative, supportive, and ambitious organisation.

Key Responsibilities SLT & Administrative Support

• Efficiently manage meetings and travel logistics.
• Maintain confidentiality and handle sensitive information with discretion.
• Process expenses, invoices, and procurement requests promptly.
• Supporting with monthly BAU activities.
• Identify process improvements to enhance administrative efficiency.
• Act as the primary point of contact during the EA's absence.

Communication & Coordination

• Serve as a point of contact between SLT members and internal/external stakeholders.
• Draft, proofread, and manage correspondence, ensuring accuracy and professionalism.
• Organize and coordinate executive-led projects, strategic meetings, and off-site events.
• Supporting on follow-up on action items and SLT priorities.

Operational & Event Support

• Manage document control, filing systems, and data organization.
• Liaise with internal departments and external partners.
• Supporting the planning and co-ordination of large-scale company events, conferences, and roadshows.
• Judgement and initiative
• Proactive mindset
• Adaptability

Experience Key Skills, Experience & Requirements: 2-5+ years of administrative or executive support experience, including:

• Supporting leaders, directors, or C-suite.
• Managing complex and ever-changing calendars.
• Coordinating travel, accommodation, and itineraries.
• Organising leadership meetings, off-sites, board meetings, and company events.
• Handling confidential and commercially sensitive information with discretion.
• Managing expenses, purchase orders, and administrative budgets.
• Coordinating projects and following up on actions to ensure deadlines are met.
• Building relationships with internal and external stakeholders at all levels.

Skills

• Strong attention to detail
• Stakeholder management
• Excellent communication
• Ownership and accountability