3 monthscontract with a Berkshire based LocalAuthority
JobSummary:
Working tosupport the Corporate Leadership Team and reporting to the TeamLeader.
Working withthe existing EA team to support whererequired.
KeyDuties/Accountabilities:
Providecomprehensive project support and coordination to key departmentalactivities such as maintaining the corporate risk registerdischarging outstanding audit actions and maintaining departmentalforwardplans.
Maintain keylines of communication and productive working relationships with alarge and complex network of external stakeholders senior managersand other staff across the organisation to enable effectiveexecutivesupport.
Keep abreast ofkey priorities and relevant developments for the business areassupported as well as those of the wider organisation to enableknowledgeable and targeted support to the executive directors tocover other diaries within the Executive assistant team as requiredand to react to emergingevents.
Manage thegovernance and transparency process for executive directorsincluding market supplements riskregister.
Organise andmaintain the functions and diary of the executive directorsincluding answering telephone enquiries assisting in planningthrough prioritisation allocation and organisation of appointmentswithin a scheduled work programme. Liaise with a wide range ofpeople to ensure that all appropriate arrangements are made formeetings seminarsetc.
Activelycontribute to building a successful and positive ExecutiveAssistant Team by taking personal responsibility for displaying thehighest standards of professional behaviour and participating inteam meetings providing valueadded input and taking on assignedtasks asrequired.
Toprovide a comprehensive service in respect of meetings and eventsas agreed by the executive director. This includes taking ownershipof the full organisation of meetings/events including draftingagendas and reports coordinate all administrative and hospitalityaspects of meetings sub committees leadership team meetings andspecial project meetings. Liaise withmembers internal and external agencies and organisepaperwork/presentation preparation circulation of decisions andactions and related paperwork. Progress/chase any actions asrequired.
Tomaintain high levels of confidentiality trust and discretion bothon behalf of CEx and CLT Members acting with tact and diplomacy atalltimes.
Coordinateprojects and minute take key meetings on behalf of the ExecutiveDirector. To accurately record key meetings and maintaindocumentation circulate in a timely manner and coordinate thecompletion of key actions prior to the next strategicmeeting.
Professionalcommunications with a wide range of stakeholders. Respond tocustomer feedback directly delegate to colleagues for reply whereappropriate and filter incoming visitors and a heavy volume ofcommunications with the Executive Director from a wide range ofsources including the public colleagues Trustees and stakeholderspartners and funders at a local regional and nationallevel.
Exercisejudgement in prioritisation dealing with matters within own remitand / or referring them to the Executive Director as and whennecessary ensuring tact discretion and courtesy at alltimes.
Draft reportspresentations and correspondence on behalf of the ExecutiveDirector research key data and information to support meetings andevents and present data to the Executive Director. Utilise a rangeof IT applications to enable this presenting work to a highstandard of communication and to strict deadlines. Exercisepersonal judgement in ensuring that written communications areprofessional accurate fluent andunambiguous.
Organise anddeliver internal events and seminars. Organise and distributeprogrammes and presentations and be responsible for ensuring allequipment refreshments and room requirements are in hand for thesmooth delivery of the event. Initiate and deliver evaluationrequirements and follow up actions from theevents.
EssentialExperienceRequired:
Experience ofworking successfully in teams across teams andpartnerships.
Experience ofworking as an EA for a Chief Executive or SeniorLeader.
Indepth experience of at least 2 years providingsecretarial/administrative support to a senior manager or board oftrustees/company in a multifaceted complex businessenvironment.
Knowledge andunderstanding of relevant work areas and demonstrable experience ofworking in a customer facingorganisation.
Knowledge oflocal government and the roles of Councillors andOfficers.
Excellentwritten and minute taking communication skills. Able to produceaccurate and concise minutes/notes. Able to compile wellwritten andgrammatically correct documents and letters to a professionalstandard from theCEO.
Indepth IT skills including proficient use of office software suitesand flexible ways of working (e.g. video conferencing remoteworking).
EssentialQualificationsRequired:
Evidence ofcontinuing professional development and expert knowledge inrelevant professionalarea.
DegreeQualified as well as experience acquired through a combination oftraining and working in a relevant area demonstratingselfdevelopment and an enthusiasm tolearn.
Additionalinformation tonote:
The role willbe hybrid working however the individual will be required to attendthe office 34 times aweek.
The closing date forthis position is Tuesday17/09/2024.