Executive istant

3 months contract with a Berkshire based Local Authority

Job Summary:

Working to support the Corporate Leadership Team and reporting to the Team Leader.

Working with the existing EA team to support where required.

Key Duties/Accountabilities:

Provide comprehensive project support and coordination to key departmental activities such as maintaining the corporate risk register discharging outstanding audit actions and maintaining departmental forward plans.

Maintain key lines of communication and productive working relationships with a large and complex network of external stakeholders senior managers and other staff across the organisation to enable effective executive support.

Keep abreast of key priorities and relevant developments for the business areas supported as well as those of the wider organisation to enable knowledgeable and targeted support to the executive directors to cover other diaries within the Executive assistant team as required and to react to emerging events.

Manage the governance and transparency process for executive directors including market supplements risk register.

Organise and maintain the functions and diary of the executive directors including answering telephone enquiries assisting in planning through prioritisation allocation and organisation of appointments within a scheduled work programme. Liaise with a wide range of people to ensure that all appropriate arrangements are made for meetings seminars etc.

Actively contribute to building a successful and positive Executive Assistant Team by taking personal responsibility for displaying the highest standards of professional behaviour and participating in team meetings providing valueadded input and taking on assigned tasks as required.

To provide a comprehensive service in respect of meetings and events as agreed by the executive director. This includes taking ownership of the full organisation of meetings/events including drafting agendas and reports coordinate all administrative and hospitality aspects of meetings sub committees leadership team meetings and special project meetings. Liaise with members internal and external agencies and organise paperwork/presentation preparation circulation of decisions and actions and related paperwork. Progress/chase any actions as required.

To maintain high levels of confidentiality trust and discretion both on behalf of CEx and CLT Members acting with tact and diplomacy at all times.

Coordinate projects and minute take key meetings on behalf of the Executive Director. To accurately record key meetings and maintain documentation circulate in a timely manner and coordinate the completion of key actions prior to the next strategic meeting.

Professional communications with a wide range of stakeholders. Respond to customer feedback directly delegate to colleagues for reply where appropriate and filter incoming visitors and a heavy volume of communications with the Executive Director from a wide range of sources including the public colleagues Trustees and stakeholders partners and funders at a local regional and national level.

Exercise judgement in prioritisation dealing with matters within own remit and / or referring them to the Executive Director as and when necessary ensuring tact discretion and courtesy at all times.

Draft reports presentations and correspondence on behalf of the Executive Director research key data and information to support meetings and events and present data to the Executive Director. Utilise a range of IT applications to enable this presenting work to a high standard of communication and to strict deadlines. Exercise personal judgement in ensuring that written communications are professional accurate fluent and unambiguous.

Organise and deliver internal events and seminars. Organise and distribute programmes and presentations and be responsible for ensuring all equipment refreshments and room requirements are in hand for the smooth delivery of the event. Initiate and deliver evaluation requirements and follow up actions from the events.

Essential Experience Required:

Experience of working successfully in teams across teams and partnerships.

Experience of working as an EA for a Chief Executive or Senior Leader.

In depth experience of at least 2 years providing secretarial/administrative support to a senior manager or board of trustees/company in a multifaceted complex business environment.

Knowledge and understanding of relevant work areas and demonstrable experience of working in a customer facing organisation.

Knowledge of local government and the roles of Councillors and Officers.

Excellent written and minute taking communication skills. Able to produce accurate and concise minutes/notes. Able to compile wellwritten and grammatically correct documents and letters to a professional standard from the CEO.

In depth IT skills including proficient use of office software suites and flexible ways of working (e.g. video conferencing remote working).

Essential Qualifications Required:

Evidence of continuing professional development and expert knowledge in relevant professional area.

Degree Qualified as well as experience acquired through a combination of training and working in a relevant area demonstrating selfdevelopment and an enthusiasm to learn.

Additional information to note:

The role will be hybrid working however the individual will be required to attend the office 34 times a week.

The closing date for this position is Tuesday 17/09/2024.