Job Ref: 215254343

Date: 2021-11-25 14:51:28

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Our client has a vacancy for an Executive Assistant to competently and professionally support the IT Director to contribute to the achievement of business goals. This role is a 12 month fixed term contract. The role is currently working from home but will be a hybrid of home and office working from Spring 2022.

Key aspects

⦁ To drive achievement of deadlines and goals

⦁ To positively represent the organisation to customers

⦁ To provide flexible support to the Executive team across the business in Milton Keynes and London (likely travel requirements 1 day per week)

⦁ To act as ‘gatekeeper’ to the Executive team

⦁ Efficient and effective admin support to ensure the smooth running of a seamless EA service

The role

⦁ Inbox management

– Prioritising and action of emails

– Appropriate filing of emails

– Drafting responses on behalf of Executive

– Proactively picking up requests for meetings

⦁ Diary management

– Ensuring diaries are planned appropriately

– Booking desks across sites to ensure available working space

⦁ Confirming meeting arrangements (including venues/teleconferencing information)

– Effective and proactive Committee support

– Management of timelines for Boards/Committees (agenda setting, collation of papers, scheduling review time, distributing papers)

– Ensuring the Executive has appropriate preparatory time to draft/review papers, and is made aware of deadlines

– Minute taking, as required

⦁ Event/Conference support

– Event logistics – arranging venue/invites & attending to facilitate

– Managing logistics around conference attendance/ presentations, including sourcing required information from business owners

⦁ Facilitating and attending team meetings/planning days

⦁ GDPR

– Ensuring information stored for ExCo member is audited and deleted/stored according to data protection parameters (both electronically and in off-site hard copy storage)

⦁ Administration

– Booking international & UK travel/accommodation

– Managing subscriptions

– Drafting monthly expense submissions

– Involvement with ad hoc projects

⦁ Continuous Improvement

– Review and challenge working processes to contribute to the improvement of support provided to the Executive team and the wider business

– Sharing best practice with peers

– Updating the centralised team process manual to ensure knowledge is kept up to date

⦁ Arranging and leading weekly meetings with ExCo member

⦁ Ensuring monthly 1:1s are diarised

⦁ Owning review of performance

⦁ Mindful at all times of where further value can be added

⦁ Understanding of leadership challenges and approaches within a complex organisation

⦁ To have and display excellent, professional, working relationships at all levels

⦁ Contributing to the achievement of the Executive team goals through administrative support

Relationships

The Person

⦁ Previous experience working at Director/Senior Manager level in an EA/PA capacity

⦁ “Can do” attitude, willingness to develop new skills in accordance with business requirements and can make sound judgements

⦁ Excellent communication and influencing skills

⦁ Ability to efficiently and effectively prioritise tasks with a strong attention to detail

⦁ Self-reliant, motivated and able to work on own initiative, whilst meeting varied and time specific deadlines

⦁ The ability to deal with sensitive information appropriately and show tact and discretion at all times

⦁ Credible and influential that can operate in a matrix environment and deliver at pace

⦁ High level of computer literacy, including a comprehensive understanding of Microsoft Outlook, Word, Excel, Access and PowerPoint

Due to the large number of responses we receive it is not always possible to respond to every application. We will only contact those candidates short-listed for this role. If you have not heard from us within 7 days please assume you have been unsuccessful on this occasion. If you wish to apply for further roles please do so. We will retain your details on file and contact you should a suitable vacancy become available

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