Personal Assistant (to the Executive) in Nottingham

The post holder will be proactive in organising the full range of administrative/secretarial support to the NEMS Executive.

Core Activities:

• Pro‑active, efficient and effective diary management for appointments and meetings (face to face or via Microsoft Teams) allowing sufficient free time for Directors to fulfil their responsibilities.
• Where appropriate, delegate non‑essential meetings to relevant members of the Executive direct reports.
• Undertake a proactive approach to planning/rescheduling meetings and responsibility for organising multidisciplinary meetings and events as required.
• Specifically support the Chief Executive and Company Secretary in arranging formal Board meetings, formulating agendas, collating and distributing papers and minute‑taking.
• Support the relevant Executives to arrange meetings for sub‑Committees of the Board, formulating agendas, collating and distributing papers and minute‑taking.
• Supporting the Chair and Non‑Executive Directors as required.

Main Duties and Responsibilities:

• Review, sort, prioritise and respond to email correspondence, providing draft responses (where possible) and in collaboration/agreement with allocated Directors, managing their email inbox to work more effectively and efficiently with the Directors working pattern.
• Generate correspondence, reports, minutes and formal documents, keeping up to date and using appropriate software with a high level of accuracy and creativity, whilst adhering to agreed house‑style to produce high‑quality documents from written, recorded, dictated material, etc.
• Collate and coordinate information and take minutes/record actions where required for any other meetings not mentioned elsewhere.
• Plan and prioritise own workload and activities to meet required deadlines.
• Create, manage and maintain effective systems to proactively manage Directors priorities and business as usual/mandatory management responsibilities.
• Use initiative to manage conflicts of work, ensure timely communication with affected individuals and escalating unmanageable conflict to line manager.
• Act as an ambassador for the Executive Team, ensuring professional standards, discretion, confidentiality and approachability alongside a friendly adaptable style of communication.
• Be an information systems user as required by role (training provided).
• Contribute to monthly team meetings as required.
• Act as point of contact for the Directors and management.
• Ad hoc duties/tasks as required by the Director, where not unreasonable as part of the role.
• Foster good working relationships with all partners both within the organisation and across organisational boundaries and liaise as appropriate.

Technical Skills & Personal Attributes:

• Excellent Microsoft Office software skills in Word, PowerPoint, Excel and Teams.
• Excellent knowledge of ESR system to support others in the team/directorate.
• Champion for rollout of new/updated software (training provided).
• Excellent organisational and administrative skills.
• Team player.
• Positive, forward‑thinking.
• Reliable, resilient and adaptable to change.

Experience (Essential):

• Proven ability to form and develop effective relationships with internal staff and external parties.
• Personal values aligned to NEMS core values.
• Strong communicator with excellent interpersonal skills.
• Flexible and proactive approach.
• Ability to work under pressure with a calm and measured approach.
• Experience of delivering high quality administrative support.
• Experience of producing staff communications, presentations, etc.
• Experience of producing communications documents for external audiences.
• Experience of working with other partners to deliver high quality products.
• Experience of developing and supporting social media communications projects.
• Experience of delivering proactive support and guidance on corporate communications.

Qualifications (Essential):

• Experience working in communications, PR or media environment.

Skills (Essential):

• Microsoft Office proficiency and knowledge of other IT systems relevant to the role.
• Excellent oral and written communication.
• Organise self and use own initiative.
• Excellent time management skills.
• Excellent interpersonal skills and empathetic.