We are looking for an exceptional individual to provide high level, high quality executive support to enable the Chair and Chief Executive Officer to carry out their functions effectively. The successful candidate will provide a seamless and largely transparent service to ensure the Chair and CEO are always prepared and properly briefed for meetings and other events to support the achievement of the organisation’s priorities.
The successful candidate will need to demonstrate a high degree of initiative and flexibility and have the ability to organise their day-to-day workload, prioritising and managing large volumes of work to high levels of accuracy.
The role is hybrid, primarily working from home; however, it will require office working when requested and potentially at short notice.
Duties and Responsibilities
The post holder will:
1. Be an ambassador for the organisation and present a professional, welcoming and helpful image to colleagues and other organisations including providers and the public.
2. Provide an efficient, high quality and confidential administrative and business support function to the Chair and CEO by planning, prioritising and managing complex, conflicting and priority workloads and portfolios.
3. Line manage the Administrative Assistant and Executive Assistants to all Chief Officers, ensuring co-ordination of the team’s workload to deliver the most efficient and effective service.
4. Support the Chief of Staff to the CEO, the CEO, and the Chair to ensure that they are fully briefed prior to attendance at any meeting.
5. Manage the diary of the CEO and Chair, coordinating and prioritising appointments, ensuring effective communication to all relevant parties, and making all necessary arrangements including travel.
6. Ensure that all documentation is efficiently and effectively dealt with, operating a bring forward system; ensuring all necessary paperwork is available when required.
7. Manage all incoming and outgoing mail on behalf of the CEO and Chair, ensuring that any urgent or important business is brought to their attention in good time.
8. Ensure all communication is dealt with in a timely, efficient manner and deadlines are met.
9. Produce correspondence, reports, and other documents to a high standard and with respect for confidentiality and corporate style.
10. Accurately prepare presentations, letters, and other correspondence using Word, Excel, PowerPoint, and Outlook to the highest standard and within agreed deadlines.
11. Attend meetings (some will be in-person and others virtual) to provide administrative support.
12. Use meeting software to administer meetings.
13. Research and produce agendas and work closely with the Corporate Governance Team on any required changes to the Schedules of Business.
14. Support the Chair and Executive Lead of the meeting to ensure meetings run smoothly and in accordance with governance processes.
15. Produce appropriately detailed, professional and timely minutes and action schedules.
16. Develop and maintain close collaboration with a wide range of Executive offices across the ICB’s stakeholder and provider organisations.
17. Work unsupervised and demonstrate a high level of autonomy, acting as the first point of contact for a range of complex queries.
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