Executive Assistant

4 weeks ago

London, United Kingdom Rail Safety and Standards Board Full time
Overview

This Executive Assistant will give high-level support to the Chief Executive, Chair, Chief Information Officer, and Chief Commercial Officer. You will help them use their time efficiently and look for ways to enhance how they work. The role will offer a full administrative support to the Executive Committee meeting and will require working well with various internal and external stakeholders.

Responsibilities

  • Manage multiple calendars and schedules. Build and maintain key relationships with internal and external stakeholders including industry PA's, representatives of RSSB's members, and RSSB colleagues. Assist the chief executive meet business priorities through planning effective meetings.
  • Manage the chief executive's schedule, reviewing, prioritising, and responding to emails and letters, answering calls and messages, organising (e)documents, maintaining (e)records, and taking notes at meetings.
  • Maintaining confidentiality is a crucial aspect of this role.
  • Secretarial duties for CCO and CIO. Provide administrative support for Executive Committee meetings, including taking minutes and tracking actions.
  • Represent the CE, CCO, and CIO at meetings as required to record discussions and actions.
  • Prepare purchase orders, reconcile invoices against goods/services received and liaise with finance as appropriate.
  • Process expenses, annual leave records and timesheets.
  • Maintain effective electronic filing arrangements (including letters, performance reviews).
  • Proactively identify and manage any arrangements such as travel, accommodation, and refreshments.
  • Arrange venues for Executive Committee off-site events and board dinners.
  • Carry out any other duties which fall within the broad spirit, scope, and purpose of this job description.

Qualifications

Essential:
  • Previous proven experience supporting multiple senior level Directors.
  • Ability to maintain confidentiality.
  • Experienced in diary management, minute taking and producing meeting materials.
  • Organisation skills and ability to manage a heavy workload with conflicting priorities.
  • Experience in Microsoft packages, including Word, PowerPoint, Excel, and Teams.
  • Self-motivated with the ability to work under pressure when necessary.
  • High levels of accuracy and attention to detail.
  • Communicate effectively and share thoughts and ideas through methods appropriate to the audience.
  • Communicate effectively and share thoughts and ideas through methods appropriate to the audience.
  • Adapt and respond effectively when embracing new opportunities, change and in navigating uncertainty.
  • Actively contribute as part of a team and work towards achieving team goals and outcomes.
  • Take responsibility and demonstrate accountability in completing tasks and achieving objectives, actively seeking to resolve problems and identify opportunities.
  • Committed to customer service and placing customer satisfaction at the heart of our success to ensure we deliver against our shared goals.
  • Build effective professional relationships with stakeholders, understanding their unique goals and motivations, gaining credibility and effectively influencing to achieve desired outcomes.
Desirable:
  • Previous experience supporting Chief Executive and Chair.
We are committed to investing in our staff and offer formal and informal learning opportunities for development.

We value diversity and equal opportunities in employment and are committed to creating a workplace which is inclusive to everyone. As a member of the Disability Confident Scheme, we encourage candidates with disabilities who meet the minimum criteria, to apply for our jobs. If you have applied under the Disability Confident Scheme, please let us know in advance by emailing vacancies@RSSB.CO.UK Find out more about Diversity and Inclusion at RSSB: Rail Safety and Standards Board Careers - VERCIDA

If you require any reasonable adjustments with respect to our selection process including information in an alternative format, please contact us at vacancies@rssb.co.uk

We understand the importance of work-life balance and we offer our staff the flexibility to work within our core hours and the option to vary their location between both the office and home. If you are looking for further flexibility, speak to us at interview stage so that we can consider your request.

We value our staff and we offer a competitive benefits package to ensure our staff can achieve their best throughout their journey with us. This includes 30 days annual leave (plus bank holidays); a holiday buy and sell scheme; private medical and dental cover; a season ticket loan and travel subsidy; access to a cycle to work scheme; volunteer leave; a performance related bonus and pension.

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