Personal Assistant -
Purpose of the Role
The Executive Officer will provide PA support for 2 deputy directors.
The Executive Officer is expected to have excellent organisational skills, resilience and be able to demonstrate a degree of flexibility, tact and diplomacy to help support demanding requests in a challenging busy environment. Self-initiative is an essential quality.
Scope of the Role
The role of the Executive Officer will cover the range of activities required to enable the Deputy Directors in their daily activities. The key responsibilities will be:
" Providing a vital first point of contact for partners, customers, staff and other stakeholders; develop, build and maintain a good working relationship and reputation as a reliable source of informed knowledge and experience and taking responsibility to resolve issues where appropriate to do so.
" Manage the Deputy Directors' inboxes, sorting emails as they are received and flagging up urgent work to the appropriate team members; helping Deputy Directors manage workflow.
" Diary management, general team support, considering competing priorities.
" Ensuring that regular meetings, key stakeholder meetings and ad-hoc meetings are scheduled, meeting rooms and catering are booked and travel and accommodation arrangements are in place.
" Delivering secretariat outputs for identified governance boards or key site meetings, if required; including setting agendas, note taking, producing actions and monitoring outputs.
" Handling a range of corporate tasks with discretion, tact and diplomacy and deal appropriately with sensitive information.
" Completing finance functions including processing invoices, raising purchase orders and other related tasks.
" Organising and delivering work to tight deadlines
" PA skills and diary management experience
" Ability to flex at short notice
" Working across teams and within a team
" Effective communication skills with a broad range of colleagues and stakeholders (orally and in writing)
" Working on own initiative and prioritising workload to meet conflicting objectives
" Attention to detail
" Competent IT skills (Word, Excel, Power point, MS Teams etc)
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