Executive Assistant

Job ID: 09

Location: Bristol Office Based

Job type: Part Time

Posted:

Closing:

About the job

Job Summary

The Executive Assistant is responsible for providing highly professional, efficient, customer-focussed, accurate and flexible support to the Chief Executive, the Executive Team and Board alongside the Corporate Services Manager. The post holder will be required to work without direct supervision and use their expertise and initiative to solve problems.

A core part of the role will be to deliver support to the organisation’s corporate governance and planning arrangements by providing secretarial and administrative support to the Executive Team, Boards of Directors and Senior Management Team as required. In addition, the Executive Assistant will contribute to office, reception and other ad hoc administrative duties and provide cross-cover within the immediate Corporate Services team.

Bristol Office Based.

Fixed Term Contract to end May 2022.

This is a part time role, working 22.5 hours per week, 3 days a week with a salary range of £25,438 – £29,149 pro rata.

Key Responsibilities:

Executive Support and Corporate Governance:

Providing a high-level of executive support to the Chief Executive and Executive Directors as well as the Board of Directors and other senior staff as directed from time to time. This will include projecting a positive and professional impression of the organisation, dealing sensitively with complex and confidential information, and using tact, balanced judgment and diplomacy.

  • Assisting the Chair, Chief Executive, Executive Directors and senior managers with scheduling and management of day-to-day business activities and interactions.
  • Setting up and implementing annual Board, Board Sub-Committee, Executive and Senior Management Team and other internal meeting schedules as required.
  • Assist in the effective collation and distribution of papers (via an online Board portal) and information for Board, Board Sub-Committee, Executive and Senior Management Team and other internal meetings as required.
  • Taking high quality minutes for Board, Executive and Senior Management Team and other internal meetings as required.
  • Maintain action monitors for Board, Senior Executive and Senior Management Team and other internal meetings.
  • Operate an effective and efficient bring forward system, initiating responses where appropriate.
  • Coordinating and drafting correspondence.
  • Maintain electronic filing systems.
  • Handling senior stakeholder enquiries. Because of the nature of the issues that the senior staff are likely to be dealing with, this will require discretion, tact and diplomacy as well as balanced judgment, an eye for detail and accuracy and the ability to quickly assimilate new and sometimes challenging concepts and information.

Office and Administrative Support:

Work with the Corporate Services Manager and Office Manager to ensure a friendly, efficient, and professional service to the Bristol office and wider staff groups, which will involve:

  • Coordinating and booking travel, accommodation, catering and meeting room spaces for all staff.
  • Contributing to the planning and co-ordination of all staff events and activities.
  • Drafting all staff communications and planning all staff engagement activities.
  • Acting as first point of telephone contact for clients, staff and external stakeholders in response to enquiries and specific work streams and/or general enquiries.
  • Receiving and welcoming visitors on behalf of colleagues.
  • Ensuring an effective system for room bookings within the Bristol office, booking catering, using problem solving skills where unexpected problems may arise.
  • Raising and management of purchase orders in line with financial systems.
  • Supporting and contributing to internal staff groups and projects, providing ad hoc administrative support where required.

Person specification:

  • Qualified to degree level standard or equivalent- Desirable
  • Appropriate secretarial/ administrative qualifications to at least RSA III or equivalent ICSA/ASCS/ACCA recognised training or equivalent relating to corporate governance administration- Desirable
  • Evidence of continuing professional development within an administration or business support environment- Desirable
  • Extensive knowledge of business administration, management and good governance concepts and practice.
  • Experience of managing a diary and schedule at high level and using own judgement in prioritising and rescheduling.
  • A basic knowledge Data Protection and GDPR compliance requirements.
  • Experienced user of Microsoft word and Outlook and a working knowledge of Excel and PowerPoint.
  • Proven experience of working effectively with and providing executive assistance to senior staff with coordination and scheduling of business activity and in confidential issues and matters.
  • A good track record of using own judgment and decision-making skills in dealing with day-to-day issues.
  • Excellent and efficient keyboard/typing skills with good presentational skills and high level of accuracy. Thorough and attentive to detail.
  • Ability to use own judgment and decision-making skills to effectively analyse and solve problems within working remit.
  • Ability to use own initiative to appropriately and efficiently respond to requests for information and to solve problems in a fast-moving business-line environment.

Benefits

  • Generous annual leave entitlement of 25 days per year with additional days’ leave awarded for each continuous year of service up to a maximum of 28 days, plus eight public holidays and a potential Christmas closure. The WDT also provides enhanced maternity, paternity and sickness leaves.
  • Health and wellbeing benefits, which include access to a confidential employee assistance programme, free eye tests and payment for an annual flu jab.
  • Pension scheme with a minimum contribution of 4% to a maximum contribution of 6%, matched by the company, along with death in service coverage at three times annual salary.
  • Flexible employee benefits, including a portal providing hundreds of discounts, including a cycle to work scheme which is available upon successful completion of probation period, as well as a dress for your day approach to working.
  • Frequent organisational development days and departmental training budgets.

Closing date Friday 3rd of December.

Please include your CV when applying.

How to apply

Thank you for your interest in applying. Please click the Apply Now link below to email our Recruitment team, and send them a copy of your CV and optional Cover Letter for review. If your application is progressed, a member of the team will be in touch.

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