Purpose

The Executive Assistant will provide an exceptional standard of support and assistance to the Executive Director and provide support to the wider Directorate as requested by the Executive Director, especially to her Leadership Team.

Key Accountabilities / Objectives

• Provide complex diary management for the Executive Director’s busy diary, adapting to frequent changes and shifting priorities while gatekeeping and maximising time.

• Proactively ensure that the Executive Director is fully prepared for all meetings (with papers, room bookings, briefings etc.).

• Understand Executive Director’s key deliverables and work closely with her Leadership Team to support on delivery of day-to-day work and projects (both at a directorate and organisational level).

• Support the Executive Director in the management and administration of Committees, working closely alongside the Board Secretary – including liaising with Committee members, collating and co-ordinating paperwork to tight deadlines, room set up, minute taking and action tracking etc.

• Build strong relationships across the whole organisation to enable efficient problem solving and to build knowledge of how the organisation works.

• Attend various meetings and take minutes, following up action points as required.

• Work closely with other Executive Assistants to ensure quality and consistent administrative support is provided throughout the organisation and to develop a strong understanding of the work and priorities of the Executive Leadership Team.

• Act as the central point of communication between staff and the Executive Director.

• Co-ordinate the EA team, organising regular update meetings to help manage cross-organisational work and to support the delivery of a high quality assistant service across all Directorates.

• Actively participate in collaborative cross-functional work.

• This role is key in supporting varying functions in the Finance & Resources directorate; Assurance, Finance, Legal, HR and Facilities & IT. Due to the sensitivity of information processed in a number of these departments, this role requires a significant proportion of work to be carried out in a discreet and confidential manner.

Skills & Experience

• Experience of complex diary management for a senior level role.

• Project management experience – ability to carry out multiple tasks and work to tight deadlines in an organised manner.

• Experience of stakeholder management and engagement.

• Solid IT literacy in MS Office.

• Strong attention to detail and excellent communication skills – written and verbal.

• A proactive, positive and fun individual with a “can do” attitude.

• Some experience and/or an interest working in an operations background would be beneficial.

Please note: Successful candidates will be invited to interview with the team on the week commencing the 28th of January.