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Executive Assistant Pensions
ROLE PURPOSE
To provide a wide range of administrative support to
the Board of Trustees of the Pension Fund
Pension Director
Trustee Pensions Manager
Corporate Pension Manager
Other Pensions Centre team members as required.
ROLE DETAIL
Arrange an annual programme of Trustee Board meetings, sub-committee meetings and adviser meetings in accordance with Trustees Annual Plan
Assist the Trustee Pensions Manager in the production of agendas, minutes, on-line board meeting packs using Diligent Boards, other meeting papers as required
Organise and produce other (confidential) papers and reports
Arrange for legal documents to be signed
Maintain accurate and secure paper based/electronic filing systems, including archiving
Maintain full confidentiality of sensitive and confidential business issues
Screen incoming mail, telephone calls, emails and messages and manage responses directly on behalf of the team, as required
Book travel and accommodation using corporate suppliers, adhering to company travel and
expenses policy
Prepare and track personal expenses and other ancillary expenditure
Work with Facilities Management to ensure office is safe, well organised and tidy and any FM/HSES issues are followed up with relevant internal/external suppliers
SKILLS & EXPERIENCE
Skilled user of Microsoft Outlook, Teams, PowerPoint, Word and intermediate user of Excel
Has previous experience of working for senior executives
Highly organised and able to work on own initiative with limited supervision
Discreet and confidential and able to handle issues with great sensitivity
Ability to engage and build effective relationships
Strong communication and influencing skills
Demonstrable ability to prioritise and manage conflicting priorities during busy periods
Able to demonstrate a logical, proactive approach
Possesses a high degree of attention to detail
Proven ability to work well under pressure and to tight timescales
Knowledge of pensions terminology desirable but not essential
