£13 - £14 Per hour
Executive Assistant
Permanent,Full-time
Job Description
- To prepare all correspondence for signature, taking file copies and posting.
- To ensure effective communications, the majority of which will be confidential and complex in nature, in a highly pressurised environment, always maintaining confidentiality.
- Full ownership of the Interim Director of HR’s diary with an understanding/awareness of the Interim Director of HR’s workload and conflicting priorities.
- Organising travel and accommodation for Interim Director of HR when required
- Processing invoices and purchase orders within the agreed timescales.
- Receiving and managing telephone calls and routine correspondence.
- Be first point of contact to high profile stakeholders.
- Requirement to prepare a range of complex and sensitive information for a range of staff both internally and externally across the Trust.
- To coordinate and organize the wide range of weekly/monthly Directorate meetings ensuring effective communication and support for attendees.
- To coordinate and organize all 'ad-hoc’ meetings/seminars, as required.
- To ensure the timely preparation and distribution of all agendas and supporting papers/documentation for meetings as directed.
- To organise meeting venues, presentational equipment, and catering arrangements, as required.
- To take notes at weekly/monthly meetings and audio typing, as required and type up and ensuring timely distribution to attendees/others for information (as above).
- To monitor/record data for routine analysis on spreadsheets as required.
- To provide secretarial services and reception duties if and when required by the Interim Director of HR commensurate with the role and the post holder’s knowledge and experience. Demonstrating skill for providing solutions when dealing with complex data and assisting with executive recruitment.
Required Knowledge, Skills, and Abilities
- Knowledge of Microsoft office including Word, Excel, and Outlook
- Experience of working autonomously using discretion when needed
- Full meeting administration including minute taking
- Planning and organisational skills
- Ability to multitask and prioritise workload
- Good written communication skills
- Good telephone skills
- Shorthand/Speed writing
- Audio typing
- Diary management
- Record keeping
- Delegation skills
- Ability to work to tight deadlines
Reference no: 93190