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- To assist Directors to use their time efficiently, provide accurate, confidential, and proactive secretarial and organisational support.
- Proactively manage the diary, meeting requests, external visits and speaking engagements and ensure schedules are organised and run smoothly.
- Co-ordination of travel and accommodation arrangements ensuring sensible use of time and production of detailed and accurate travel itineraries.
- Undertake inbox management and respond to straightforward queries.
- Proactive forward planning of diaries and overall workload, highlighting potential issues and pinch-points and suggesting/drafting solutions. Through continual horizon-scanning of the diary ensure Directors have appropriate planning, preparation and strategic thinking time including co-ordination of any required pre-meetings and briefings.
- Set up of effective systems to ensure meeting and committee papers, performance reviews, training and other key pieces of work are received within the required timeframes.
- Format and proof-read papers e.g. business and external reports.
- Ensure adherence to all relevant regulatory rules and guidance applicable to the role, along with collation of and logging of all records including regulatory documentation.
- Where required, provide secretariat support at directorate level meetings, assist with the organisation of meetings, conferences and other events (for both internal and external attendees).
- Specific to this Executive Support Assistant role, manage all customer, MP and wider stakeholder correspondence which is received via the executive and liaise with relevant teams and managers to ensure this correspondence is responded to effectively. This may involve the need to talk directly to customers and other stakeholders.
- As part of a team providing Executive Support, cover for and assist other Executive Support Assistants with tasks such as Board papers, general office administrative systems and a focus on continuous improvement at times of high workload or personal leave.
- Extensive and proven Personal Assistant experience working at a senior level with Executives
- Experienced at interpreting needs and creating effective presentations
- Experience of working within a team, able to prioritise and manage deadlines
- Be an advocate for change in the organisation and the new systems and technology that is being introduced to the organisation.
