Assistant Private PA

As part of this role, you will provide high quality, confidential executive assistance, and high-level business administrative support to the Chief Executive and, as required and directed by the Chief Executive, to the senior leadership team, supporting them in achieving the strategic aims and goals of the organisation.

This will include complex diary management, documentation preparation (PowerPoints, meeting agendas, correspondence) and minute taking. Your proven ability to constructively challenge the status quo and seek better ways of working will play a key role in supporting projects and managing the Chief Executive’s office. You will have a well-developed understanding of confidentiality and use of discretion and diplomacy to lead on things as directed by the Chief Executive.

To be successful in this role, you will need to have strong knowledge and proficiency in all Microsoft packages and curiosity to learn about new platforms to enable the development of ways of working to improve efficiency and effectiveness. You will be self-motivated and able to work independently and prioritise your own workload, taking a pragmatic approach to decision making.

MAIN DUTIES AND RESPONSIBILITIES:

• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the business.
• Sustain a daily calendar of meetings and events for the Chief Executive.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents specified by the Chief Executive in support of objectives for the organisation.
• Ensure that the Chief Executive is fully briefed on key stakeholder meetings and has all the necessary papers/briefings in advance of meetings.
• Research and produce ad hoc briefings at the request of the Chief Executive.
• Manage and complete ad hoc projects as assigned by the Chief Executive.
• Proactively ensure that Senior Management Team (SMT) and any other direct reports have provided information/updates/progress reports/completed actions in advance of meetings and to agreed deadlines for the review of the Chief Executive.
• Arrange travel and accommodations for the Chief Executive. Prepare their expense reports.
• Monitor and act on behalf of the Chief Executive in reviewing Executive leave/expenses/invoices and approve on behalf of the Chief Executive once signed off.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Draft and prepare correspondence for internal announcements, board meetings, and organisations that the Chief Executive is involved with.
• Manage the Chief Executive's contacts and Outlook inbox when required.
• Assist in preparing and managing presentations.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours.
• Welcome guests by greeting them, in person or on the phone, answering or directing inquiries.
• Use discretion, confidentiality, and good judgment to manage C-Level matters.
• Represent the company and the Chief Executive in a positive light through great follow-through skills and sound judgment.
• Conserve the Chief Executive’s time by reading, researching, collecting and analysing information as needed, in advance.
• Complete ad hoc projects as assigned.
• Organise complex calendars and schedules, resolving any scheduling issues.
• Schedule, organise and when required cover the minuting for the Trustee Boards and Committees.
• Schedule, agenda and minute SMT and all team meetings and Away Days.
• Manage/Administer Board/Committee/Executive Team meetings and ensure papers are received and distributed in advance to agreed timelines.
• Monitor and manage timely responses to complaints that are escalated to the Chief Executive.
• Ensure the Regulator, Political, Government and key Chief Executive Stakeholder information is maintained and updated.

Key Technical Skills, Knowledge, Experience and Behaviours:

• Experience of PA/Executive Assistant support to Chief Executive and Boards & SMT support.
• Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organisational skills.
• Ability to function well in a high-paced environment; performing additional duties as assigned by the Chief Executive.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Experience of taking and writing minutes; preparing presentations, reports, complex letter writing.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability to communicate effectively and professionally.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Initiative is key and confidence in being both gatekeeper and enabler.
• HR related support duties including regularly reviewing HR supporting documents in consultation with the Chief Executive and amending where appropriate.
• Lead on annual leave guidance for staff and managers, ensuring Bright HR (the online HR system) is used effectively and staff are aware of the process, and keeping HR files up to date while maintaining confidentiality at all times.