Executive Assistant

3 weeks ago

Harlow, United Kingdom Motability Full time

Purpose of the role
- To assist the Company Secretary in delivering proactive and excellent levels of support service to Governors, Directors, Senior Managers and People Managers in managing their work on a day-to-day.

Key Accountabilities

Communications
- Open, sort and filter incoming mail as appropriate and co-ordinate outgoing mail.
- Field telephone calls, answering general enquiries and resolve specific enquiries where possible.
- Draft and type routine correspondences to the highest quality levels.
- Preparing presentations for the Directors, Senior Managers and People Managers.
- Maintain corporate filing and archiving systems, including electronically, on the Executive Drive.
- Dealing with calls, including those from customers, who want to speak to the Director and Director of Finance, make a complaint or question a policy and direct them to the appropriate person.

Governors Meetings (including Sub-Committess, AGM, ect):

- Organise Governors Meetings (co-ordinating the schedule of Sub
- Committees, Chairman's informal meeting and Motability Operations Board Meetings), ensuring that all relevant papers are available and, where possible, distributed in advance and loaded ontoDiligent or any other electronic platform.
- Liaison with Motability Operations Executive Support Team and Governors' PAs.
- Support Company Secretary on any governance projects particularly those related to Governors, Members, Patrons, etc.

Meetings
- Arrange Director, Senior Manager and People Manager level meetings and take minutes as required.
- Distribute all relevant papers/information for meetings.

Company Records
- Maintain records, information and archive material in connection with Director's responsibility as Company Secretary of Motability and Motability Tenth Anniversary Trust i.e. AGM Records; Records of Patrons, Members and Governors; key contact and addresslists.

Organisation and Planning
- Organising and maintaining of Motability Vice-Chairman, Directors, Senior Manager and People Manager diaries to maximise use of time, including pro-active rescheduling of meetings to accommodate higher priority items.
- Arrange travel and accommodation for Directors, Senior Managers and People Managers.
- Input of invoices/expenses into financial management system (Proactis).
- Covering for other members of EST in their absence.

Experience and Track Record

Essential:

- Proven secretarial experience at a senior level, preferably in a service environment.
- Advanced knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.
- Educated to 'A' level standard or equivalent.
- Typing qualification, minimum 50 wpm.
- Proven literacy skills, including accurate use of language and grammar.
- Ability to communicate clearly and persuasively, both verbally and in writing with people at all levels.
- Excellent interpersonal skills.
- Demonstrates a high level of motivation and strives for continuous improvement.
- Highly organised with strong time management skills.
- Adapts positively to change.
- Works co-operatively with colleagues within and outside own work area.
- Demonstrates Motability values of being friendly, flexible and facilitating in all interactions with internal and external contacts.

Desirable:

- Previous experience of interacting with public figures.
- Shorthand qualification, minimum 100 wpm

Reporting line

Reports to: Company Secretary

?? WHAT MOTABILITY CAN OFFER YOU ??

A career with Motability can offer you so much more than earning potential. We pride ourselves in offering some fantastic benefits and a culture to match, some of which includes;
?? Holiday - 26 Days + 8 Bank Holidays, increasing to 28 days after 5 years’ service

?? Health and Wellbeing - We offer private health care with BUPA alongside an Employee Assistance Programme, eye tests, flu vaccinations, enhanced sick pay and discounted corporate gym membership. We take your physical AND Mental Health seriously, with ourdedicated mental health first aiders you will have support and understanding from your colleagues.

?? Family Friendly - We offer enhanced Parental Leave inclusive of Adoption Pay and we understand that families require flexibility, we provide time off for dependants, flexible working hours and the option to work from home. Life Assurance is 4 x your salary.

?? Diversity and Inclusion - We value everyone’s unique qualities and celebrate having a diverse and inclusive culture where everyone feels safe to be their authentic selves, no matter their age, ethnicity, religion, gender identity, sexual orientation,disability status, neurodiversity or otherwise. This is embedded in to our values and we celebrate our differences and create awareness throughout the year.

?? Celebrating Success - We love to recognise people that go above and beyond with our Spotlight Award as well as having team celebrations and social events throughout the year.

?? Our culture - In the Motability office we "dress for our day", it’s an incredibly welcoming and inclusive environment where we look to support your career, we offer a mini bus service from Harlow Town centre and station for those using public transportto reach us and there are plenty of free hot beverages for when you arrive.

?? Pension - Up to 15%, inclusive of a 10% non-contributory addition and Motability matching your contributions up to 5%
- We are a disability confident employer, feel free to make us aware of any reasonable adjustments you might need._

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