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Personal Assistant to Executive Director
January 3, 2024 | Comments Off on Personal Assistant to Executive Director
Monday - Friday
8am - 5pm
Permanent position
£38,000 per annum
Office based
Previous PA experience required
Context
We support people across south London who need a home, by delivering safe and affordable homes along with low cost, dependable, localised services to our customers. The Personal Assistant to the Executive for supporting the Executive Directors with the smooth running of the Directorates through support in all aspects of their role to ensure their agenda, priorities and objectives are effectively run and completed within agreed timescales.
The Personal Assistant will work as part of the small but tight knit Executive office team including the Governance Team, providing support to other directors during absences of other team members.
The Personal Assistant will provide a pro-active, well organised high level of project management support to the Directors and their senior managers as and when required.
You will:
o Attend and minute meetings and produce draft minutes for consideration by lead executive and non-executive member within agreed timeframes.
o Undertake email and diary management tasks dealing with emails in the absence of the directors, building time in for Directors' thinking time and assessing priority appointments as appropriate.
o Coordinate key meetings for the Board, Committee, Executive and Management meetings in liaison with Executive and non-Executive Directors paying particular attention to forward plans to meet agreed deadlines in the delivery of papers, agendas with appropriate personnel.
o Collate papers along with previous minutes/action plan and upload to Board packs providing corrected versions in relation to sequencing and track changes.
o Prepare the meeting room and ensure that it is fully ready for the meeting in accordance with agreed protocols.
o Progress actions on behalf of executive, non-executive directors and management ensuring action owners are reminded at appropriate points of the need to report on committed action.
o Assist in drafting and reviewing reports and preparing briefings and presentations when necessary to high standards and on time.
o Make travel arrangements, booking accommodation and process both company credit card and personal expense claims in accordance with the expenses policy within agreed timescales.
o Devise and maintain office systems, including data management and document control, keeping as much online as possible to ensure that files are well maintained and documentation can quickly be located.
o Screen telephone calls, enquiries and requests, and handling them, when appropriate ensuring non-urgent or non-essential calls are rescheduled/referred/rejected, as appropriate.
o Be an informed key contact for the Executive Directors Executive Directors
o Influence and manage external and internal key stakeholder relationships in a manner that projects a professional image of the Executive Director at all times ensuring confidentiality and discretion where appropriate.
o Organising external Workshops/Events including locating external venues, compiling attendee lists and arranging payment for venue.
o Work with the Executive Assistant and other Personal Assistants to ensure a smooth, seamless support service to the Executive team and the Board.
o Under guidance, undertake projects and research for executive, non-executive and senior managers as required from time to time.
o You will reflect the Wandle values and behaviours in everything you do and at all times, project a positive image of the Executive Directors, and our client.
What you'll need to have:
o Experience of providing a PA service to Executive Directors and dealing with nonexecutive directors
o Experience of attending and taking detailed minutes at committee meetings and producing reports for various audiences
o Experience of undertaking research, developing and maintaining effective recording and monitoring systems
o Experience of working with management applications such as Convene for the online delivery of board paperwork
o Experience of formatting and working with templates
Skills
o Ability to liaising and correspond with a wide range of contacts, including Board, Executive Team and external stakeholders
o Ability to prioritise a high workload with competing demands o Good troubleshooting/problem solving skills
o Ability to be proactive and take the initiative
o Ability to use at advanced level Microsoft Suite such as Outlook, Word, Excel and PowerPoint
o High levels of emotional intelligence and political sensitivity
o Ability to produce work within short timescales
o Ability to plan, organise and prioritise workload to meet goals and achieve results when faced with competing priorities
o Ability to manage self and resources to meet objectives to required timescales