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Executive Office Assistant

4 months ago

Ipswich, United Kingdom Curtis Banks Full time

HR FORMS

**VACANCY**
**EXECUTIVE OFFICE ASSISTANT - FTC**
2023

Job title: Executive Assistant Closing date: 16/08/2023

Business area: Operations Job family: Office Services

Reporting to: Victoria Calvesbert Salary Range Dependent on experience

Full time/ Part Full Time Contract 12 Month FTC (Mat Cover)
Time

**About Curtis Banks**

We are a leading provider and administrator of self-invested personal pensions (SIPPS), part of
Curtis Banks Ltd, based in one office on Princes Street, Ipswich just a 5 minute walk from the
railway station. Our employees are a mix of all ages and a vibrant, fun culture that extends
outside the workplace.

We offer a fantastic benefits package, including a generous pension scheme, flexible working,
study support to help develop your qualifications and early close on Fridays to name but a few.

For more details about us visit curtisbanks.co.uk or find us on LinkedIn and Facebook.

**About this vacancy**

We are looking for an Executive Assistant to provide day to day support to the Executive
provide this support across the Group. They will possess excellent organisational skills and a high
level of attention to detail whilst ensuring confidentiality is maintained at all times.

**Principal accountabilities**:
Active diary management including organising meetings and associated travel arrangements for
members of the Executive Committee, proactively ensuring that priorities and costs are managed
effectively.

Process and submit expense claim forms for members of the Executive Committee ensuring
adherence to the Group Expenses Manual.

Manage incoming and outgoing mail, both paper and electronic, as requested for the Executive
Committee members ensuring both are dealt with on a timely basis highlighting where high priority
action may be needed.

Proactive production of agendas & accompanying documentation for Curtis Banks governance
meetings as delegated by the Curtis Banks Group Board, ensuring that submissions are on time,
correct and complete.

Supporting the Executive Office Team with production of agendas and accompanying documentation
for Board meetings for Curtis Banks Group, ensuring that submissions are correct and complete.

***

Support production of individual papers for governance meetings, Executive Committee meetings

and Board meetings.
To produce full and accurate minutes, in a timely manner, for governance meetings, Executive

Committee meetings and if required, Group Board meetings.
Requirement to work closely with the Executive Office Team to ensure satisfactory support to the

Executive Committee included, but not limited to: all staff Town Halls, CEO/ExCo coffee mornings,
all staff comms and liaising with other areas of the Group to ensure an aligned approach.

On occasion, support the Executive Office Team Manager and Company Secretary to ensure company
filings are accurate and kept up to date.

Maintain and develop contact with internal and external customers to ensure accurate
communication of information and understanding.

Understand and demonstrate compliance with the company’s policy on treating customers fairly
(TCF).

**Qualifications**

5 GCSE’s (or equivalent) at grades A-C (or equivalent) to include English and Maths (essential)
Certificate in Financial Planning (at least CF1/LF1) or equivalent (desirable)

**Knowledge**

Understanding of effective minute taking
Previous experience of working in an Executive Office (desirable)
Previous experience of working in a Financial Services environment (desirable)

**Skills**

Strong interpersonal skills in order to build productive relationships and to communicate effectively
both verbally and written.

Excellent organisational skills. Ability to plan own and other’s workload to meet business
requirements and tight deadlines (essential)

Trustworthy and honest ensuring the utmost confidentiality is maintained at all times.
Ability to identify and drive forward Executive Office service enhancements.
Ability to work effectively in a team and also to work on own initiative.

**Treating customers fairly**

Understand the commitments that are made about the level of service during the marketing and
sales processes to ensure the area is capable of meeting those expectations

Consider the needs of the particular target markets for products and tailor the service proposition to
meet those needs effectively

Ensure customers are provided with relevant information at appropriate times throughout the life of
products to enable them to manage their reasonable expectations regarding the potential future
benefits available

Ensure customers have sufficient information to enable them to understand when advice may be
required and, where appropriate, ensure customers have access to suitably qualified advisers

Analyse feedback from all sources to ensure that customers’ reasonable expectations of
performance and service are met and where failings are identified, provide information to relevant
areas to enable chan