Executive Support Officer to the Chief Executive

1 day ago

Chesterfield Derbyshire, United Kingdom Osborne Thomas Ltd Full time
Executive Support Officer to the Chief Executive Client: East Midlands Combined County Authority

This is a rare opportunity to join the East Midlands Combined County Authority as Executive Support Officer to our Chief Executive, Amy Harhoff. You will be based in a fast-paced environment at our Chesterfield HQ, undertaking a crucial role in ensuring the efficient and effective operation of the Chief Executive’s office.

We’re seeking a diligent, detail-orientated and proactive person to provide effective, high quality dedicated support to the Chief Executive of our combined county authority.

In this role you’ll act as the first point of contact to our Chief Executive and will have responsibility for management of their diary and inbox. You will work closely with the Chief Executive to understand their working style and build effective relationships with senior officers across the organisation.

In addition, you’ll be supporting the effective running of several senior stakeholder meetings, including our Senior Leadership Team. This will include drafting agendas, collating board packs, maintaining forward plans and action logs, and minuting meetings.

Main duties and responsibilities:

  • To undertake a range of administrative and clerical tasks and provide efficient support for the Chief Executive.
  • To co-ordinate the management of the Chief Executive’s diary, making appropriate appointments, and to ensure she is fully briefed and prepared for each appointment and that her time is spent effectively.
  • To manage the daily running of the Chief Executive's office, initially in the Chesterfield HQ.
  • To screen telephone calls and post, deal with email and internet communications as directed, undertaking appropriate action, including responding where appropriate to ensure that routine correspondence is dealt with effectively and efficiently.
  • To deal with people at a senior level on sensitive, complex and contentious issues, ensuring outcomes are achieved.
  • To work with national governance and local authority partners as well as a broad range of other stakeholders including business, voluntary and anchor institutions, recognising the importance of being responsive in a busy political and stakeholder environment.
  • To receive visitors and ensure that appropriate arrangements are in place for their reception.
  • To maintain office systems to ensure the efficient working of the Chief Executive’s office.
  • To act as clerk, as required, to Senior Leadership Team / Functional leadership meetings, taking and preparing accurate actions at meetings and occasional other meetings when directed.
  • To provide and maintain an up to date and accurate filing system, utilising both manual and computerised systems.
  • To record and manage petty cash / P Card expenditure, keeping spreadsheets of outgoing and incoming revenue producing a flow chart of expenditure.
  • To liaise with relevant partners and organisations to ensure efficient and effective information is conveyed.
  • To help coordinate various events including the research into travel and accommodation, the setting up of events, arranging and despatching agendas.
  • To liaise with all internal and external contacts, elected members and the public in a courteous and efficient manner, thereby generating a positive external perception of EMCCA.
  • To participate, collaborate and lead assigned and defined projects relevant to the Chief Executive’s office supporting continuous improvement.
  • To flexibly support assigned administrative tasks and duties across the Executive Support team.

Please note the interview dates for this position: First stage, 6th and 7th of January. Second stage, 10th of January.

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