Executive Business Support – Executive Interim

Executive Business Support – Executive Interim

Location: London Salary: £Competetive Closing Date: 30th November
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To provide a commercial and administrative support service to the business and to take responsibility for assisting the Practice Director in growing the business. To own and develop relationships through owning live roles coming into the business with both clients and placed Interims, providing great customer service, supporting them on admin, queries and contracts support


Key Accountabilities & Responsibilities

·       Administrative support to all Consultants

·       Managing assigned roles from start to finish, including all associated processes and SLA/Timeframes

·       Contract and timesheet management  for candidate and client

·       Ensuring compliance standards are met at all times

·       DBS/UKCRM and vetting processes

·       Acting as an internal information point

·       Updating the database with candidate, client and assignment information

·       Relationship building/management with candidates and clients

·       Dealing with initial approaches from candidates; key candidate management


Administrative Support

·       Ensure roles are managed from start to finish within process and SLA’s

·       Responsibility for the monitoring and collating of all compliance documents required for interims to work, in line with current legislation and client requirements

·       Proactive support of internal consultants (diary, email and telephone management)

·       Recording and acknowledging registration of all candidates as they approach Penna and ensuring forwarding candidates relevant to particular consultant’s specialism or jobs.

·       Preparing CV’s for client presentation

·       Updating of sales, compliance and financial spreadsheets to ensure the smooth delivery of reporting

·       Assisting client and candidates with invoice and timesheet queries and support

·       Production of proposals for clients within designated time limits

·       Booking travel and hotel arrangements

·       Arranging interviews (internal and external), booking rooms, meeting and greeting clients and candidates

·       Proactively acting as ‘Knowledge Champion’ and updating ‘best practice’ to drive the business forward

·       Sales and Marketing admin support

·       Coordinating and assisting consultants with mailshots

·       Co-ordinating attendance for client/candidate events in a timely and professional manner

·       Updating of sales presentations (PowerPoint)

·       Management and update of databases

·       Supporting core operational processes: adding new assignments to the database, writing up candidate interview notes, gathering proof of right to work documents from interims,

·       Assisting with activities to ensure Penna processes are compliant with current legislative and regulatory directives

·       Undertaking client specific vetting

·       Engagement surveys

·       Maintaining and delivering various management information in line with internal and external reporting

·       Building and maintaining excellent relationships with key internal department, in order to ensure smooth operational process for both client and candidate


Candidate Management

·      Acting as an initial filter of candidate enquiries, responding directly, or referring to a consultant, as necessary


Client Liaison

·       Arranging interviews, meetings, discussion forums

·       Managing internal client approaches

·       Managing client satisfaction surveys


Key Relationships


Nature of relationship

Practice Manager


Line Manager

Central Support Functions


Interaction with other teams in Penna:

  • Executive Search and Interim internal teams
  • Managed Recruitment and Assessment Internal Teams, Attraction and Communications Internal Teams
  • Finance, Commercial, Marketing, IT, HR (internal)


External contacts


  • Interaction with clients where required (external) face to face and via email and telephone
  • Candidates and clients
  • Other Suppliers (external)


Personal Attributes, Skills, Knowledge, and Experience:


·        Previous experience of working in a client facing environment either in an administration or office support role

·         Excellent interpersonal skills – able to develop effective relationships with all internal and external communities

·        Confident and assertive with a pro-active approach

·        Ability to work well under pressure within SLA’s and deadlines

·        Excellent organisational skills coupled with good attention to detail

·        Good communication skills both verbal and written

·        Good knowledge of Microsoft Office suite (Outlook, Word, Excel, PowerPoint) with the ability, willingness and aptitude to learn other Penna bespoke applications


  • Ability to work effectively in a team and work towards common goals
  • Must have the ability and confidence to work using own initiative
  • Supports Penna work ethics and behaviours and actively seeks to understand the wider Penna business



Penna Behaviours



Does what they say they will do

•  Builds open, honest and realistic relationships with

    customers and colleagues

•  Reliable and acts with integrity

•  Determined and passionate about delivering the best

•  Accountable


Creates an environment where people can give of their best


•  Seeks to understand the needs and concerns of others

•  Creates a learning environment

•  Seeks feedback from others in order to learn and


•  Inspires others to achieve their goals


Works as part of one team


•  Pulls together to put the customer first

•  Support colleagues without waiting to be asked

•  Helps others succeed and celebrate their success

•  Actively looks to break down barriers and finds ways to work



Creates new possibilities

•  Comes to work to make a difference, sets high goals

   and gives 100% personal energy

•  Believes in what we do and demonstrates this through actions

•  Regularly challenges thinking and is open to new ideas

   and ways of working

•  Has ambition and confidence to do things in new ways

   and to create and deliver inspirational solutions

If you are interested in learning more about this new opportunity and you feel that you hold the required skills and abilities to take on the role, please contact Jacqui.chart@penna.com