Job Description - Executive Assistant

What you’ll do:

As executive assistant, you will play a vital role in helping us achieve our ambition. You will provide direct support to our executive team and senior managers and help us build relationships with high profile stakeholders (e.g. CEOs and executives of all the major NHS organisations in our region and senior leaders from universities, industry and voluntary, community and social enterprise sector organisations).

Our executive support team focus on providing the highest standards of support across the defined areas of organisational governance support, calendar management, and providing wider training, support and advice to enable better self-management.

Responsibilities:

·        Provide our executive directors with effective and efficient calendar management support, including arranging meetings, travel and accommodation.

·        Provide support across our core executive and operational governance activities, including: planning meeting dates, coordinating agenda planning, coordinating submission of papers, finalising and distributing papers, capturing meeting actions and minute taking.

·        Support our executive directors to manage key stakeholder relationships, building relationships with key stakeholders’ executive assistants and diary managers.

·        Support our senior managers to arrange complex meetings and book travel and accommodation.

·        Provide advice and guidance to wider staff to enable self-management of personal administrative tasks.

·        Provide back up support to Head of Executive Support during periods of high workload or absence.

·        Maintain the highest of confidentiality and discretion, understand and demonstrate data protection principles.

·       Support the executive team with corporate governance; Board and committee minutes, planning Board papers and any other appropriate task.

What you’ll need to succeed:

Experience we are looking for:

·        Track record supporting executive directors and senior managers to manage business, complex calendars with competing priorities.

·        Experience supporting corporate governance processes, including preparing agenda plans, capturing meeting actions and minute taking.

·        Experience managing key stakeholder relationships, including building relationships with EAs/ PAs of senior executives.

·        Excellent organisational skills, natural ability to juggle multiple demands and prioritise, with a high level of IT proficiency.

·        Experience supporting people to help themselves – sharing knowledge and providing guidance on how to self-manage diaries and administrative tasks.

·       Excellent written and verbal communication skills.

Abilities and attributes

·        Able to use initiative and does not wait for instruction; can anticipate and pre-empt opportunities to provide support.

·        Excellent organisational skills, natural ability to juggle multiple demands and prioritise, with a high level of IT proficiency. The ability to multitask and prioritise an everchanging workload.

·        Excellent people skills and a professional attitude.  The ability to build relationships at all levels across the business and with external contacts.

·        Being proactive, using initiative and being self-motivated.

·        Exceptional organisational and diary management skills.

·        High levels of flexibility and adaptability.

·        The ability to work under pressure and reach deadlines.

·        Problem-solving and decision-making skills.

·        Strong business and commercial acumen.

Responsible to: Head of Executive Support