Executive Assistant

Description:

To provide a full-bespoke professional EA service to the Managing Director, and, as required, members of the Management Board and the Senior Leadership Team (SLT). Ensure an efficient and effective support, proactively anticipating needs and actions, working on own initiative with limited supervision to a high level of strategic and operational service.

* Work with a high level of independence and autonomy, resolving and responding to incoming communications, seek advice where necessary.

* Be the principle point of contact for members of the Board and the SLT and proactively manage the flow of work through the office in the most effective way ensuring all queries are resolved, as far as possible, through own initiative or redirected.

* To effectively screen all incoming calls, visits and communications, initiating, drafting, co- ordinating and proof-reading replies to correspondence in a pro-active and timely manner with due regard to confidentiality, a customer centric approach, Data Protection and Customer Care policies.

* To manage the Managing Director’s mail and email through prioritisation, action under own initiative, redirection where appropriate and follow up to ensure that replies are within specified timelines.

* To proactively manage and hold the responsibility of the Managing Director’s diaries ensuring that it is accurate and timely, arranging internal and external meetings, taking value judgements over entries, organising appropriate travel and hospitality and ensuring that relevant paperwork is available in a variety of sources according to requirements.

* To undertake and co-ordinate a range of research activities, from complex to routine, compiling statistical data using a variety of source information.

* To create, maintain and review the Managing Director’s team’s electronic and manual filing systems, research and retrieve information from specified and unspecified sources in accordance with information retention policies and ensure that confidentiality, data protection and customer care policies are adhered to.

* To co-ordinate, administer, support and contribute to the weekly SLT operational business meetings and all other meetings e.g. JCC, Partnership Board..

* To facilitate the timely preparation and dispatch of confidential Board papers and ensuring agendas and agenda items meet board meeting cycle deadlines and ensuring actions are followed up.

* To type and collate documents and reports which may be of a confidential and sensitive nature, for the appropriate meetings within required timescales and, making the necessary arrangements for the meetings, liaising with elected members and senior officers when appropriate.

* To develop and manage the Managing Director’s chase system ensuring that deadlines are met.

* To organise seminars, workshops, events for the Managing Director including venue arrangements, hospitality, travel and accommodation needs, creating schedules and delegate work packs.

* To ensure adequate and appropriate levels of cover and support are provided to the director to minimise service disruption, ensuring that service delivery and contingency plans are in place to maximise efficiency.

* To respond to requests for information, from other departments, external bodies, members of the public by providing advice, assistance and support in a prompt and efficient manner, by working with a high level of independence making decisions on behalf of the senior leadership team.

* To use business acumen and relevant contacts in the business to assist key stakeholders in discharging their responsibilities.

* To undertake specified projects and research as directed or in anticipation of business requirements.

* To research stories and write the newsletter ensuring copies are shared with elected members, Board members and other interested parties.

* To attend environmental group meetings, research and provide relevant information to share and deliver across the business.

* To hold admin responsibilities for room calendars and global address book.

* To provide support for other areas of the business as and when required and maintain consistent standards across the business, contributing to a distinctive employer brand