Executive Support Officer to the Chief Executive
Join our new organisation as Executive Support Officer to the Chief Executive to support the effective running of key stakeholder communication.
Welcome to EMCCA
EMCCA is the UK’s first mayor-led combined county authority. The East Midlands is a great region, but it deserves to be better connected, better funded, and better prepared for a future of opportunity, growth, and hope. EMCCA will oversee devolved powers around transport, housing, skills and adult education, economic development, and net zero. We will conceive the strategies and create the connections that will empower local partners, people, and businesses – maximizing the impact of billions of pounds of funding. Together, our new EMCCA team can put the East Midlands on the map as a place to live, work, and study.
Your role at EMCCA
This is a rare opportunity to join the East Midlands Combined County Authority as Executive Support Officer to our Chief Executive, Amy Harhoff. You will be based in a fast-paced environment at our Chesterfield HQ, undertaking a crucial role in ensuring the efficient and effective operation of the Chief Executive’s office.
We’re seeking a diligent, detail-orientated, and proactive person to provide effective, high-quality dedicated support to the Chief Executive of our combined county authority. In this role, you’ll act as the first point of contact to our Chief Executive and will have responsibility for management of their diary and inbox. You will work closely with the Chief Executive to understand their working style and build effective relationships with senior officers across the organisation.
In addition, you’ll be supporting the effective running of several senior stakeholder meetings, including our Senior Leadership Team. This will include drafting agendas, collating board packs, maintaining forward plans and action logs, and minuting meetings.
You will also deal regularly with internal and external stakeholders and partners and will be able to represent the organisation and the Chief Executive professionally and in line with our values. You will be a key part of the wider Executive Support team working with colleagues to ensure effective co-ordination between diaries to support effective management of EMCCA’s business.
Your key responsibilities will include:
1. To undertake a range of administrative and clerical tasks and provide efficient support for the Chief Executive.
2. To co-ordinate the management of the Chief Executive’s diary, making appropriate appointments, and ensuring she is fully briefed and prepared for each appointment.
3. To manage the daily running of the Chief Executive's office, initially in the Chesterfield HQ.
4. To screen telephone calls and post, deal with email and internet communications as directed, undertaking appropriate action, including responding where appropriate to ensure that routine correspondence is dealt with effectively and efficiently.
5. To deal with people at a senior level on sensitive, complex, and contentious issues, ensuring outcomes are achieved.
6. To work with national governance and local authority partners as well as a broad range of other stakeholders including business, voluntary, and anchor institutions, recognising the importance of being responsive in a busy political and stakeholder environment.
7. To receive visitors and ensure that appropriate arrangements are in place for their reception.
8. To maintain office systems to ensure the efficient working of the Chief Executive’s office.
9. To act as clerk, as required, to Senior Leadership Team / Functional leadership meetings, taking and preparing accurate actions at meetings and other meetings when directed.
10. To provide and maintain an up-to-date and accurate filing system, utilising both manual and computerised systems.
11. To record and manage petty cash / P Card expenditure, keeping spreadsheets of outgoing and incoming revenue producing a flow chart of expenditure.
12. To liaise with relevant partners and organisations to ensure efficient and effective information is conveyed.
13. To help coordinate various events including the research into travel and accommodation, the setting up of events, arranging and despatching agendas.
14. To liaise with all internal and external contacts, elected members, and the public in a courteous and efficient manner, thereby generating a positive external perception of EMCCA.
15. To participate, collaborate, and lead assigned and defined projects relevant to the Chief Executive’s office supporting continuous improvement.
16. To flexibly support assigned administrative tasks and duties across the Executive Support team.
Your profile:
1. Experience of using highly developed IT skills and knowledge of Microsoft Office particularly Word, PowerPoint, Outlook and using spreadsheets.
2. Ability to take and produce accurate minutes in a timely way.
3. Strong analytical and information skills, problem solving, able to break down tasks and plan effectively.
4. Establishes and maintains constructive and open relationships with a wide range of people, achieving positive shared outcomes and sharing feedback.
5. Communicates orally in a clear, fluent, concise and appropriate way, which holds people's attention both in groups and in one-to-one situations, encouraging feedback as appropriate.
6. Is adaptable, receptive to new ideas, and willing and able to adjust to new demands and circumstances.
7. Makes firm and well-considered decisions about ideas and courses of action within realistic timescales.
8. Displays assertiveness and independence of thought and action without overstepping agreed boundaries.
9. Breaks a problem down into its constituent parts, sees the 'wood from the trees' and the relationships between issues.
10. Draws sound inferences from information available, makes use of logic and creates/contributes to imaginative solutions.
11. Seeks out and listens to the needs/views of a wide range of customers/clients.
12. Considers the implications of customer/client views on services being provided and recommends changes to these as appropriate.
13. Is able to perform well in a busy political and stakeholder environment, working with national governance and local authority partners as well as a broad range of other stakeholders including business, voluntary, and anchor institutions.
Please note the interview dates for this position: First stage, 6th and 7th of January. Second stage, 10th of January.
For more details on EMCCA, our rewards and benefits, and to apply, please visit: https://eastmidscareers.co.uk/
#J-18808-Ljbffr