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Executive Assistant

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London, United Kingdom The Oyster Partnership Full time

We are seeking an experienced and reliable individual to join our team in the role of Executive Assistant to provide well organised and timely support to Executive Directors who form part of the Council Management Team. The role will primarily be supporting the Executive Director of Environment and Executive Director of Growth.

EXECUTIVE ASSISTANT

3-6 MONTHS INITIAL CONTRACT

FULL TIME, 37HOURS PER WEEK

OFFICE BASED IN BARNET

  • Provide a proactive Executive Assistant role to the members of the Executive team.
  • Work collaboratively and as a team with your Assistant Company Secretary to ensure all duties are covered, including during periods of absence.
  • Arrangement and management of monthly meetings and minute taking
  • Regularly prioritise tasks on behalf of the Executive team, to include leading the response to audit, Board member and Council requirements.
  • Manage ad-hoc projects from across the business
  • Provide general administrative assistance to the Executive Team
  • To provide occasional cover for the Assistant Company Secretary for the management for the of high-level Board and Committee meetings including minute taking.

Main duties and responsibilities

  • Lead in the arrangement of designated meetings including the production of agendas, reports and minutes. This will include arranging suitably accessible venues, refreshments, technology, production, collation and distribution of agendas and papers and arranging publicity where meetings are to be held in public.
  • Ensure that meetings are always covered in times of absence.
  • Act as a first point of contact to Board members from all group companies ensuring a quality response to all requests and actions.
  • Produce and distribute agendas, papers and minutes
  • Provide a proactive and co-ordination role to the Executive team.
  • Arrange away days and staff visits for the Board and VIPs
  • Initiate and produce general correspondence on behalf of the Executive team.
  • Undertake projects as directed by the Executive team and present findings with a recommendation of the preferred course of action.
  • Ensure that any necessary action is taken on matters requiring urgent attention in the absence of members of the Executive team and prioritise incoming matters for their return.
  • Devising and maintaining office systems, including data management and filing.
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