Executive Assistant

**Main job responsibilities are to**: Provide comprehensive secretarial and admin support to the Executive Director(s) ensuring that business needs are prioritised and managed effectively Maintain and administer an electronic diary to arrange appointments and meetings on behalf of the Executive Director(s) Use Microsoft Office 365 to produce documents, reports, letters etc. from a variety of sources, including the production and updating of spreadsheets and presentations Co-ordinate the submission of reports and documents within specified timescales and protocols, compile and issue meeting packs, ensuring they are prepared to a standardised format and circulated within agreed timeframes. Cross-cover (including minute taking) for the Senior Executive Assistant/Chair Executives Assistants upon request and during periods of absence e.g. annual leave, jury service, etc.

Responsible for the provision of office services - ensuring post is received on time and distributed appropriately, managing booking system for meeting rooms, maintaining supplies, stationery management, managing use of taxis/couriers, arrange catering and co-ordinating Away Days Use initiative in determining the appropriate action to take when receiving complex queries and demonstrate an understanding of prioritization. Provide excellent front-of-house services for visitors to Eastgate House, providing a meet and greet service and arranging refreshments where appropriate. Prepare, reconcile and submit travel and corporate expenses on behalf of the Executive Director(s) Support the recruitment process, coordinate dates, times, etc. for the Executive Director(s) and stakeholders Undergo annual appraisals and to self-monitor mandatory training ensuring 100% compliance.

Plan and organise workload to ensure effective, efficient and timely delivery of agreed tasks to the required standard to support the overall delivery