Job Description

• To provide administrative support and office management services including typing of correspondence and reports and general support to the Executive.
• Manage and prioritise all incoming and outgoing correspondence
• 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, maintaining confidentiality at all times.
• Full ownership of the Executive's diary with an understanding/awareness of the Executive's workload and conflicting priorities.
• Organising travel and accommodation for Executive 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 company
• To coordinate and organise the wide range of weekly/monthly Directorate meetings ensuring effective communication and support for attendees.
• To coordinate and organise 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 Executive 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.
• To plan and prioritise daily workload and to complete work to deadlines. The post holder will work with a number of different senior managers where conflicting priorities need to be managed effectively and tactfully.
• To be responsible for accurate record keeping and use of computerised information systems and ensure maintenance of confidentiality at all times.
• The post holder is required to answer routine queries and give advice on day-to-day matters.

Required Knowledge, Skills, and Abilities

• Sound secretarial background with significant experience as a secretary at director level
• Knowledge of Microsoft Office including Word, Excel, and Outlook
• Experience of working autonomously using discretion when needed
• Full meeting administration including minute taking

Skills Required

• Planning and organisational skills.
• Ability to multitask and prioritise workload.
• Good written communication skills.
• Good Telephone skills.
• Numerate.
• Shorthand/Speed writing.
• Audio typing.
• Diary management.
• Record keeping.
• Delegation skills.
• Ability to work to a tight deadline.

Personal Attributes Required

• Well presented
• Confidential
• Ability to prioritise.
• Attention to detail when dealing with complex data.
• Adaptable.
• Able to use own initiative.
• Flexible, energetic, decisive.
• Tact/diplomacy when dealing with difficult situations.