Executive Personal Assistant

4 weeks ago

Hertford, United Kingdom Quest24 Recruitment Ltd Full time

**Executive Personal Assistant**

Rate: £18 p/h

Hours: 36 hours

6- 8 week Initial placement

Immediate start required

**Job Summary**

To be an Executive Personal Assistant providing support as directed to the Chief Executive, Deputy Chief Executive and Leader of the council, contributing to an open, friendly and customer focused office, and maintaining a high level of professionalism at all times.

**KEY TASKS**

Operational Responsibilities
- Schedule, manage and co-ordinate electronic diaries for the Chief Executive, Deputy Chief Executive and Leader, and provide support to the Leadership Team as required
- Be the key point of contact and assistance for all Executive members
- Ensure Chief Executive, Deputy Chief Executive and Leader are well prepared for meetings
- Draft reports, letters and correspondence and undertake research as directed
- Act as main point of contact for the Chief Executive/ Deputy Chief Executive /Leader
- Ensure appropriate travel and accommodation arrangements are made for Chief Executive, Deputy Chief Executive and Leader for external events
- Organise and attend a range of meetings; take minutes/notes ensuring actions are accurately recorded/followed through, including project co-ordination
- Provide effective project support as required
- Develop and organise efficient electronic filing of documents and computer
- Process mileage and expense claims accurately and truthfully
- Arrange hospitality for visitors
- Organise and manage training and events for Members and staff
- Key contact for submission, maintenance and responses for all service area complaints and FOI requests through the online system
- Ensure systems are in place so that the Chief Executive, Deputy Chief Executive and Leader’s offices run smoothly
- Process orders and invoices through the online finance system
- Holder of Corporate Credit Card and accountable for use and sign off for the authority
- Assist Chairman’s PA and attend organised Chairman events when necessary

**Management/supervisory responsibilities**
- Work as a team with other post-holders
- Ensure adequate cover at all times through effective resource planning
- Monitor and maintain budgets for Executive serviceighlighting to the CE/ Deputy Chief Executive any discrepancies, anomalies, underspends/overspends as appropriate

**_Communication_**
- Actively participate in Leadership and project meetings
- Develop a strong working network encompassing internal and external stakeholders
- Able to work with discretion handling sensitive issues and confidential documents
- Excellent verbal and written communication
- Show tact and diplomacy when dealing with sensitive matters

Deliver key messages to all staff when appropriate accurately, clearly and concisely

**_Service Delivery_**
- Demonstrate a strong commitment to internal/external customer care
- Maintain agreed service standards and time sensitive deadlines
- Requirement to travel between key sites to support CE/ Deputy Chief Executive /Leader
- Understand and actively promote the Council’s priorities
- Willingness to work flexibly with colleagues
- Demonstrate willingness to gain knowledge of organisation
- Work within established procedures and policies
- Provide key technical support in the absence of IT services across the Corporate and Executive Team
- **_Contacts_**:

- Staff at all levels across the organisation
- Members of the public
- Elected Members and Executive Members
- Members of Parliament and Ministers
- Local Authorities
- External agencies and businesses
- Partners & stakeholders
- Police, Fire Service and NHS/CCG services
- Town & Parish Councils
- Local press

**Qualifications**:

- Good standard of education (A levels or equivalent or above) including an excellent standard of written and spoken English.
- Word processing (advanced standard)

Job specific skills and knowledge
- Substantial practical experience of providing high level executive support to senior managers
- Electronic diary management
- Word processing (copy/audio typing)
- Power Point
- Excel
- information retrieval from the internet/intranet and other sources
- Evidence of a high standard of minute/note taking; recording actions; following up actions and agenda preparation.
- Evidence of effective planning, prioritising and workload management
- Ability to work in a small team and contribute to an effective and efficient working environment
- Enthusiastic and flexible approach to work
- Excellent telephone manner
- Attention to detail, thorough and methodical.
- Ability to carry out background research and present findings on a range of topics as determined by CE/ Deputy Chief Executive /Leader in a clear and concise manner

**Team working**

**Communication**

**Service delivery**

**Job Types**: Full-time, Temp to perm

**Salary**: £18.00 per hour

Schedule:

- Monday to Friday

Work Location: One location

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