Job Purpose:
We are looking for a highly experienced and comprehensive Executive Administrator to provide administrative support to the Chief Executive in our CEO Office, ensuring that their time is used efficiently and effectively in order to maximise the achievement of the Trust’s objectives.
* Proactively manage and triage a high volume of email correspondence, ensuring urgent matters are addressed promptly and follow-up actions are recorded. Review and organise emails on behalf of the Chief Executive, prioritising communications and maintaining a streamlined and organised inbox.
* Maintain and coordinate an extremely demanding and often-changing diary, including scheduling complex meetings, adjusting to last-minute changes, and ensuring seamless time management. Anticipate needs by planning for pre-meeting preparation, collating agendas, papers and associated actions.
* Skilled at assessing and prioritising requests, making quick decisions that align with the Chief Executive’s goals, and acting as a gatekeeper to manage time effectively.
* Act as the initial point of contact for internal staff and external organisations.
* Demonstrate advanced ability to manage complex schedules, prioritise tasks, and handle a high volume of activities efficiently, ensuring seamless day-to-day operations.
* Be proactive in highlighting deadlines and chasing responses on behalf of the Chief Executive.
* Providing a comprehensive and pro-active, efficient and professional administrative service often covering matters of a strictly confidential and complex nature to guarantee an overall high standard of service.
* Acting as a filter for the Chief Executive, screening telephone calls, correspondence, visitors, answering questions and furnishing information to enquirers in a diplomatic and confidential manner.
* Using judgement and discretion in dealing with sensitive issues and complaints, making prompt and appropriate initial responses, investigating and referring on as required.
* Preparing presentation material including presentations, handouts and all written work to a very high standard.
* Organising and arranging regular and relevant meetings with internal and external managers, and arranging complex meetings on behalf of other senior staff. To include arranging venues, inviting participants, ensuring ICT is available and testing in advance of event, and attending events (where appropriate) to ensure all administrative arrangements go as planned.
* Developing and maintaining an efficient administration system for the Chief Executive’s Suite to achieve required quality standards.
* Take a lead on managing MP enquiries and responses on behalf of the Chief Executive.
* Working flexibly, as necessary, to cover the workload across the Chief Executive’s Suite. The office does not observe rigid working hours and the post holder is expected to demonstrate flexibility in their working arrangements and resourcefulness in their approach to meeting deadlines.
* Due to the confidential nature of the work, the post holder is required to display the highest level of tact and diplomacy.
* Demonstration of an exemplary knowledge and understanding of secretarial practice and office management procedures.
Essential Skills:
* Presentable, Professional & Focused.
* Demonstrable extensive experience of secretarial/admin procedures working with CEOs or Executive Directors and delivering the key result areas described in the job description.
* Experience in an executive assistant, administrative and supervisory role.
* Experience in typing, printing notes, email & diary management, planning & prepping meeting paperwork.
* Experience of working in a busy office environment dealing with rapidly changing requirements.
* Demonstrable experience of dealing with highly sensitive and confidential information.
* Proficiency in using all Microsoft Office software, Outlook, Word, PowerPoint, Excel and MS Teams.
* Confident decision maker.
* Educated to degree standard in relevant subject or equivalent level of experience of working in specialist area.
* High standard of presentation of written work.
* Ability to work as part of a team.
* Excellent interpersonal, organisational, and time management skills.
* Possess self-confidence, motivation, tact and diplomacy.
* Capable of working under pressure using own initiative to specified deadlines. Ability to prioritise and show attention to detail.
* Excellent communication skills.
* Works in a calm and organised manner and mixes in well as part of cohesive team.
* Outgoing and resourceful.
* Calm under pressure but assertive when required.
* Self-motivated/reliant and able to work on own initiative with minimum supervision.
Work Schedule:
Monday to Friday 09:00am - 17:00pm
Job Type: Full-time
Pay: £15.33 per hour
Expected hours: 37.5 per week
Benefits:
* Company pension
* Employee discount
Schedule:
* Monday to Friday
Work Location: In person
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