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Executive Assistant
  • 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
  • NVQ Level 4 or equivalent experience

Reference no: 97222

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