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Detailed job description and main responsibilities

General

Manage an accurate and up-to-date appointments diary, scheduling and planning future engagements, including organising meetings, arranging events, collating appropriate papers and gathering information in advance of specific meetings for Executive Directors.

Receive all incoming mail (paper and electronic), analyse, interpret and delegate to appropriate parties and initiate action, acquiring any necessary background information.

Provide administrative management support to the Executive Directors on operational matters, dealing in an efficient manner with queries and correspondence coming into the office.

Establish and manage virtual and in person meetings for Executive Directors.

Deal with incoming correspondence, and draft appropriate responses which will frequently include complex or business sensitive information. Ensure vital issues are highlighted to the Executive Directors, either in person or by email, in a timely manner, with any follow up actions taken, on behalf of or as directed, having awareness to sensitivity and confidentiality of information at all times.

Take formal minutes of meetings and distribute to attendees and a wide range of external bodies. Monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner.

To be responsible and proactive in dealing with a varied workload, ensuring efficient coordination, prioritisation and achievement of daily, weekly and monthly tasks.

Keep up to date with any team or individual training and development needs.

Correspondence management, using a proactive approach to identify important and urgent correspondence and following up on actions as indicated. Where appropriate, drafting replies to correspondence on behalf of the Executive Director.

Organise meetings, both internal and external as required ensuring preparation and circulation of agendas and documents; taking and producing action notes and memos; ensuring these are produced to an accurate and professional standard, notifying meeting members of action points which relate to them.

Oversee the booking of meeting rooms and the day to day management of these.

Setting regular 1:1s with appropriate members of the executive team, organising appraisals, recording annual leave, sickness and assisting with any other HR related administrative matters.

Providing holiday cover for other Executive Assistants and continuing to provide support to the Executive Director.

Making travel and accommodation arrangements as and when required, using good judgement to ensure costs are within budgetary limits.

To be helpful at all times and to provide the best possible service using a ‘can do’ attitude.

To undertake any other duties commensurate with the grade of the post and needs of the team.

Flexibility

The post holder may be required to vary their hours of work in agreement with the post holder’s Manager to support the requirements of the Executive office.

The post holder will be expected to provide cover for other Executive Assistants when on leave and not take leave at the same time.

The post holder will work cross site as required.

Communication

Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward.

Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted and possible barriers such as language, culture, understanding or physical or mental health conditions.