Executive Assistant

2 weeks ago

Reading, United Kingdom Reading Borough Council Full time

Job description

Full Time - Permanent

The Executive Assistant team works with the Chief Executive, Executive Directors and Assistant Directors, who cover a wide range of services across the council from Digital Transformation to Environment and Adult Social Care. If you have similar experience, then that’s great and we’d love to hear from you, but we recognise working in local government is so diverse, so what matters most to us is your positive problem-solving attitude and the collaborative way you work

This is an opportunity to join a friendly and supportive team who work together in a complex fast paced environment to assist Executive and Assistant directors to manage their time, priorities and focus effectively. No two days are the same and you will work with a broad range of stakeholders on a variety of activities.

Reading Borough Council is a Disability Confident Employer and is committed to the recruitment and continued employment of people with disabilities. We seek the best talent from the widest pool of people as diversity is the key to our success.

**About the role**

The team of 10 Executive Assistants report to the Executive Assistant Team Leader.

This is a new Team, and we are on a journey of continuous improvement, adopting new digital tools to make yours and your Director's life easier, looking for opportunities to improve processes and working across the council to influence ways of working in those teams as well.

**Duties & responsibilities**:

- To provide comprehensive and proactive assistance to named members of the Corporate Management Team and the wider Senior Leadership Team across a range of tasks.
- Provide comprehensive diary management; organisation of meetings, conferences, travel arrangements, managing conflicts as appropriate.
- To effectively organise their time based on current service priorities and corporate deadlines.
- Regular monitoring of inboxes to categorise and/or file, flag priorities, delegate and action as appropriate.
- Providing secretariat function to predetermined meetings as set by EA Team Leader.
- Using initiative to; assess and prioritise incoming requests and enquiries, deflect and/or signpost and/or delegate to others on the director’s behalf. This includes dealing with key external and internal stakeholders.
- To use initiative in resolving issues and proactively identify service improvements, making recommendations to improve working practices with consideration for individuals’ requirements and best practice.

You’ll be part of a team that relies on each individual to play their part to the best of their ability. As well as the colleagues that you work closely with every day, you’ll also be part of Team Reading, playing your personal part in making Reading a successful and vibrant place. Our vision is to ensure that Reading realises its potential as a great place to live, work and play, and that everyone shares the benefits of this success. Our values and behaviours guide how we will achieve this:
**Work Together as one team** - work collaboratively, with each other and with our partners, and demonstrate the Team Reading values in everything we do

**Drive Efficiency** - show initiative, be adaptable to change and put forward ideas to help improve delivery and efficiency. Take responsibility for our own learning and development and for reaching our potential

**Be Ambitious** - be demanding of our own performance - striving to be even better - and be prepared to engage with and challenge leaders in a constructive and positive way

**Make a Difference to Reading** - maintain the highest levels of customer service and be flexible and willing to provide the services needed at the time they are needed

**About you**

You’ll provide excellent customer service, build and maintain relationships with internal and external stakeholders on behalf of your director. You will have highly developed interpersonal skills & the ability to deal with challenging situations with resilience, diplomacy and discretion whilst maintaining strict confidentiality. You’ll be naturally solutions-focused; can assess and evaluate enquiries, situations and issues for appropriate priority and action. With a demonstrable ability to progress through to resolution. This role requires a high degree of self-motivation and initiative, often working under pressure with mínimal supervision.

You have exceptional planning & organisational skills, managing conflicting priorities to meet deadlines within a complex, fast paced environment. Your strong IT skills will also mean that you look for new ways to automate tasks and improve efficiencies within the Executive Assistant team, your Director’s immediate work and their wider team.

If you tick these boxes, then we really want to hear from you The following will also help you to hit the ground running
- IT Literate - Office365 including MS Teams, SharePoint, Outlook, Word, PowerPoint, Excel and Corporate shared syst

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