Executive Assistant

Job description

About

Effective executive time management: Anticipate the Chief Executives needs and manage their diary, meetings, calls and travel, coordinating priorities and resolving changes and clashes. Manage the Chairs calendar and availability and provide administrative support to other Directors as required Responsive executive communication: Act as the first point of contact between the Chief Executive and internal and external stakeholders. Manage correspondence, draft letters and handle routine queries with minimal supervision, coordinating information flows with the leadership team and exercising discretion. Well-prepared meetings and completed actions: Prepare agendas and briefing materials, coordinate contributors reports and ensure the Chief Executive is prepared for engagements. Attend meetings, take minutes, maintain action registers and databases, produce progress reports and follow up outstanding actions. Coordinated Board and Committee administration: Support the Company Secretary with venues, agendas, papers and report formatting and pursue actions after meetings. Maintain the meeting calendar and schedules of business and support completion of Director and Non-Executive Director appraisals. Complete governance declarations and records: Oversee annual declarations of Directors interests and gifts and hospitality, together with corresponding staff declarations. Organise and maintain sensitive files, documents and reports, manage staff leave records and respond to Freedom of Information requests Clear executive reporting and internal communications: Prepare executive summaries, presentations and reports for leadership meetings, Board reviews and company communications. Support team briefings and newsletters and work with the Executive Leadership Team to prioritise the Chief Executives workload around key initiatives, communications and special projects. Organised meetings and events: Manage the client room booking system and coordinate meetings and events, including invitations, venues and speaker arrangements. Effective business support: Support the Chief Executive with purchasing and procurement of goods and services in accordance with financial guidelines. Assist with marketing and business development, including recruitment and promotional activities, and provide short-term cover for colleagues during leave. Safe working and continued improvement: Follow health and safety requirements, participate in appraisal and development and work towards set objectives. Use feedback and learning from incidents to improve team processes and customer care.