Executive Assistant to CEO/Executives

Role Overview

Key Responsibilities:

• Conduct research to keep the Executive up-to-date on things that are important to the company.
• Analysing data using computer and critical thinking skills and compile reports that may identify areas of concern the Executive may need to focus on.
• Researching background materials and information and preparing documents, reports, meeting materials, etc.
• Organising and maintaining systems to deal with storage and retrieval of documents as part of the records management systems and ensure legislative compliance.
• Creating presentations using PowerPoint and other written materials.
• Responsible for schedule management by proactively managing the Executives’ calendar and meetings, including organising appointments, resolving conflicting appointments and optimising the Executives’ time and ensuring the Executive have all the relevant information to know where they need to be.
• Arranging Board of Director/Executive meetings/events and senior management events. Meeting preparation to include creating agendas, identifying relevant literature, briefing relevant managers.
• Organising travel arrangements, parking, hotels, equipment needs, accommodation, etc., including the provision of full itineraries and agendas.
• Arranging events such as dinners and other corporate events on behalf of the Executive.
• Ensuring hospitality arrangements such as drinks and lunches are in place for meetings and ensure visitors are welcomed and hosted on their arrival.
• Providing support with preparation and circulation of Board and Executive Packs and draft agendas and following up on actions. Occasionally taking and distributing minutes and following up on action points.
• Responsible for processing directors' expenses on behalf of the CEO/Executive.
• Dealing with incoming mail and screening telephone calls and enquiries and handling them where appropriate.
• Dealing with correspondence, writing letters, audio typing.
• Provide line management and supervision to the Secretary/Administrator to the Executive and ensure the Executives’ Office runs smoothly. This may involve negotiating leases and purchasing agreements.
• Provide line management and supervision to the Secretary/Administrator to the Executive and ensure the Executives’ Office runs smoothly. This may involve negotiating leases and purchasing agreements.
• Act on own initiative in dealing with enquiries, preparing correspondence and hospitality arrangements for the Executive. Summarise reports and correspondence before passing the information to the Executives.
• Communicate at all levels including Executive Level, often handling sensitive and complex information, by managing the flow of information.
• General administrative support as requested by the Executive, alongside ad-hoc project work and following-up on project with team members where required.
• Establish excellent working relationships with both internal and external stakeholders, including other Directors, Senior Managers, staff, and other organisations.
• • To carry out, as and when required, any additional tasks and responsibilities as are reasonably compatible with the job description and its objectives.

Personal Specification:

• Demonstrable experience of providing executive support at CEO/Executive/Board Level
• Experience of liaising confidentially with Senior Manager and Key Stakeholders
• Sound commercial knowledge of business
• Business reporting skills
• Highly competent user of MS Office
• Ability to initiate and consider creative and appropriate solutions
• A strong communicator at all levels and able to build rapport effectively
• Excellent organisational skills and attention to detail
• Able to plan and think ahead, prioritise and multi-task, always meeting deadlines
• Ability to produce accurate and legible written materials, plan and report.
• Ability to make important decisions