United Kingdom - Buckinghamshire - Milton Keynes -
1 year ago
£ 320 Per year
Executive Assistant
Permanent,Full-time
Job Description
To competently and professionally support the Executive Committee (ExCo) to contribute to the achievement of business goals
To drive achievement of deadlines and goals
To provide flexible support to ExCo across MIB sites in Milton Keynes and London
Efficient and effective admin support to ensure the smooth running of a seamless EA service, including providing support to other C Suite during times of absence
Prioritizing and action of emails
Appropriate filing of emails
Drafting responses on behalf of ExCo via dictation
Proactively picking up requests for meetings
Ensuring diaries are planned appropriately
Booking desks across sites to ensure available working space
Confirming meeting arrangements (including venues/teleconferencing information) Effective and proactive Committee support
Management of timelines for Boards/Committees (including driving the agenda setting process, collation of papers, scheduling review time, distributing papers)
Ensuring ExCo has appropriate preparatory time to draft/review papers, and is made aware of deadlines
Minute taking, as required
Event logistics – arranging venue/invites & attending to facilitate
Managing logistics around conference attendance/ presentations, including sourcing required information from business owners
Facilitating and attending team meetings/planning days
Ensuring information stored for ExCo is audited and deleted/stored according to data protection parameters (both electronically and in off-site hard copy storage)
Booking international & UK travel/accommodation
Managing subscriptions
Drafting monthly expense submissions
Involvement with ad hoc projects
Continuous Improvement
Review and challenge working processes to contribute to the improvement of support provided to team and the wider business
Sharing best practice with peers
Updating the centralized team process manual to ensure knowledge is kept up to date
Board meeting minute taking and arranging, leading and minuting weekly meetings with ExCo members
Owning review of performance
Mindful at all times of where further value can be added
Understanding of leadership challenges and approaches within a complex organization
To have and display excellent, professional, working relationships at all levels
To be clearly recognized as someone who displays a positive attitude
Contributing to the achievement of ExCo team goals through administrative support
Required Knowledge, Skills, and Abilities
Previous experience working at Director/Executive level in an EA/PA capacity
Previous experience of minuting at Board level
Proven Board/Committee timeline management – proactively developing agendas and collating papers (experience of Diligent Board books is advantageous)
"Can do" attitude, willingness to develop new skills in accordance with business requirements and can make sound judgments
Excellent written communication to review draft documents as well as strong interpersonal and influencing skills
Ability to efficiently and effectively priorities tasks with a strong attention to detail
Self-reliant, motivated and able to work on own initiative, whilst meeting varied and time specific deadlines
The ability to deal with sensitive information appropriately and show tact and discretion at all times
An ability to operate in a matrix environment and deliver at pace
High level of computer literacy, including a comprehensive understanding of Microsoft Outlook, Word, Excel, Access and PowerPoint