Job summary
A wonderful opportunity for an Executive Assistant to work
alongside and support our CEO and her Executive Business Partner. The post is a
high visibility partner that supports the CEO in managing the day-to-day
administration and operations of the Executive Office. Very much in the here
and now, they will need to develop and streamline systems and processes to
ensure efficiency of projects and effective strategic communication across the
organisation.
They provide support and management of all the CEO’s
personal and business affairs, in addition, administration and collective
support to the Board of Directors.
The postholder will fundamentally work shoulder to shoulder
with the CEO and her Executive Business Partner, including being part of the
Senior Leadership Team.
Please note:
Recruitment Manager for this listing is Suzy Layton, CEO of FCMS (NW) Ltd
This listing may close early if sufficient applications have been received.
Main duties of the job
What you will bring:
Ø
You will help to grow the Company, supporting
the CEO as part of the Senior Leadership Team
Ø
Work to an exceptionally high standard
Ø
Have a ‘can do’ attitude that projects both
internally and externally to our teams, customers and Commissioners
Ø
Have oompf, empathy and expertise
Ø
You will provide outstanding customer service
Ø
You will be aware of work pressures on other
administrative colleagues and proactively guide, support and offer to assist
where workload allows
Working alongside:
Ø The CEO and her Executive Business Partner
Working in partnership with:
Ø
The
Senior Leadership team
About us
Our Values:
Our organisational
culture is very important to us so it is vital that you live and breathe our
values and can demonstrate behaviours in support of them
Ø
Fun: People rarely
succeed unless they are having fun. Happiness is healthy!
Ø
Awesome: We aren’t here to
be average, we’re here to be awesome!
Ø
Humble: We’re here to make a
difference to the lives of others, NOT to see how important we can become
Ø
Brave: We challenge the
norm. We have the courage to get the difficult jobs done
Ø
Oompf: We have natural oompf!
It’s infectious!
Ø
Go-getting: We are intuitive to
changing needs and respond quickly which we do with energy, ideas and
positivity
Job description
Job responsibilities
Ø To filter incoming mail: sorting, redirecting and taking
action as appropriate
Ø To manage the CEO’s diary and appointments, ensuring effective
use of time and preparation of papers and information in advance
Ø To facilitate process credit card transactions and expense
claims
Ø To prepare and/or draft correspondence for the CEO as
required
Ø To carry out a range of administrative tasks including
managing on-call rotas, making travel arrangements, managing OneNote entries
Ø To research people, events, companies and services as
required
Ø To create and maintain a physical and digital information
management system and service as the information hub of the CEO’s office
Ø To maintain any registers and action plans as required i.e.
Stakeholder management, Board Action Plans
Ø To work co-operatively with colleagues in the management
team providing support and cover as required.
Ø To organise internal, external meetings and virtual
meetings, including booking venues, arranging accommodation and taking minutes
as required
Ø To prepare agendas for meetings, ensure papers are accurate
and prepared and disseminated on time
Ø To oversee coordination and collation of reports for Board
meetings
Ø To ensure deadlines are met for corporate activities
including managing time scales and supporting completion on CEO projects
Ø To attend and contribute to meetings on the CEOs behalf,
reporting back and following up appropriately
Ø To coordinate the production and dissemination of
correspondence for colleagues within Services
Ø To undertake projects from time to time on behalf of
managers examples include organisation of events or internal support projects
Ø To act as the initial point of contact for the CEO in her
absence, assessing priorities and re-directing calls, enquiries and requests as
necessary
Ø To assist the CEO’s Executive Business Partner with special
projects as required
Job description
Job responsibilities
Ø To filter incoming mail: sorting, redirecting and taking
action as appropriate
Ø To manage the CEO’s diary and appointments, ensuring effective
use of time and preparation of papers and information in advance
Ø To facilitate process credit card transactions and expense
claims
Ø To prepare and/or draft correspondence for the CEO as
required
Ø To carry out a range of administrative tasks including
managing on-call rotas, making travel arrangements, managing OneNote entries
Ø To research people, events, companies and services as
required
Ø To create and maintain a physical and digital information
management system and service as the information hub of the CEO’s office
Ø To maintain any registers and action plans as required i.e.
Stakeholder management, Board Action Plans
Ø To work co-operatively with colleagues in the management
team providing support and cover as required.
Ø To organise internal, external meetings and virtual
meetings, including booking venues, arranging accommodation and taking minutes
as required
Ø To prepare agendas for meetings, ensure papers are accurate
and prepared and disseminated on time
Ø To oversee coordination and collation of reports for Board
meetings
Ø To ensure deadlines are met for corporate activities
including managing time scales and supporting completion on CEO projects
Ø To attend and contribute to meetings on the CEOs behalf,
reporting back and following up appropriately
Ø To coordinate the production and dissemination of
correspondence for colleagues within Services
Ø To undertake projects from time to time on behalf of
managers examples include organisation of events or internal support projects
Ø To act as the initial point of contact for the CEO in her
absence, assessing priorities and re-directing calls, enquiries and requests as
necessary
Ø To assist the CEO’s Executive Business Partner with special
projects as required
Person Specification
SKILLS, KNOWLEDGE &COMPETENCIES
Essential
- Ability to work on own initiative with minimal supervision and have the capacity to develop an anticipatory (proactive) approach to the CEO/EA relationship
- An organised and thorough approach to work
- Ability to manage a heavy workload and at times conflicting priorities as well as tracking progress on a wide range of tasks
- Excellent typing skills with the ability to draft own correspondence
- Ability to communicate both orally and in writing
- High levels of grammatical accuracy with an attention to detail
Experience
Essential
- Experience of taking and writing minutes, summarising discussions and writing reports
- Experience of using Microsoft Office packages (particularly Word, Excel, Teams, PowerPoint and Outlook)
Desirable
- Providing administrative assistance in an office environment
- Experience of Microsoft Office 365 including OneNote
Qualifications
Essential
- GCSE A* - C including English Language and Maths (or equivalent)
Desirable
- Additional relevant qualifications or life experience
Person Specification
SKILLS, KNOWLEDGE &COMPETENCIES
Essential
- Ability to work on own initiative with minimal supervision and have the capacity to develop an anticipatory (proactive) approach to the CEO/EA relationship
- An organised and thorough approach to work
- Ability to manage a heavy workload and at times conflicting priorities as well as tracking progress on a wide range of tasks
- Excellent typing skills with the ability to draft own correspondence
- Ability to communicate both orally and in writing
- High levels of grammatical accuracy with an attention to detail
Experience
Essential
- Experience of taking and writing minutes, summarising discussions and writing reports
- Experience of using Microsoft Office packages (particularly Word, Excel, Teams, PowerPoint and Outlook)
Desirable
- Providing administrative assistance in an office environment
- Experience of Microsoft Office 365 including OneNote
Qualifications
Essential
- GCSE A* - C including English Language and Maths (or equivalent)
Desirable
- Additional relevant qualifications or life experience
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
