Executive Assistant

2 weeks ago

London, United Kingdom Retirement Villages Group Ltd Full time

**Role**

EA (Maternity Cover)

**Reports to**

CEO

**Team**

Exec Team

**Location**

123 Victoria Street, London SW1E 6RA

**Role Type**

FTC, Maternity Cover

**Time Basis**

Full Time

**About Retirement Villages Group**

We all age. The challenge is to age well. That means having choices that allow us to stay independent, healthy and connected for longer. Living the life we choose without compromise, with the freedom to focus on enjoying the things that matter most.

We make no assumptions as to how people want to live. But support our communities to retain their individuality, diversity and spirit. We want to help people to make a positive choice in how they want to live.

And we have significant plans for growth, with an ambition to transform the market of independent retirement living in the UK.

**Our Values**

Our values define who we are, they are the foundation of our culture and are shown in how we behave and how we treat one another. We are all measured on how we display our values as part of our performance process, how we behave is equally important as what we do.

**Age Well**

We create a world where everyone has the opportunity to age well.

**Community**

We believe in the power of community.

**Keep Improving**

We get things done and find ways to keep improving.

**Invest Wisely**

We invest wisely and treat every penny as if it were our own.

**Planet Positive**

We recognise the climate emergency and work hard ot have a positive impact on the planet.

**One Team**

We support one another. We try, succeed and learn, together.
- **Role Overview**_

This role will provide key administrative and business support to the CEO and wider Exec team (CFO and COO). The EA will work closely working with various internal and external stakeholders, ensuring the smooth running of the CEO’s diary and day to day activities. This role will also work closely with the Company Secretary regarding board and exec papers, agendas and meeting minutes. The EA will also be responsible for organising any Company wide events and supporting the effective management of the London office.

**Direct reports**

0

**Budget responsibility**

0
- **Key Responsibilities**_
- **Theme**_
- **Description**_

**Main responsibilities**
- To act as first point of contact for the CEO within the organisation
- To maintain short, medium and long-term diaries for the CEO, making necessary travel, meeting and other arrangements for appointments (including venue set up, diary invites, coordination and agendas)
- To provide high level administrative support to the wider Exec Team (CFO and COO) which may include diary management, booking travel or assisting with correspondence
- To provide secretariat support working with the Company Secretary regarding key internal and external meetings involving the CEO and senior management team, including preparing agendas, co-ordinating or writing papers, producing minutes, and ensuring follow-up actions are progressed
- To liaise with external bodies with which the CEO and senior management team require representation and are involved as required;
- Coordination and Administration of Committees and Steering Groups
- Supporting with any new joiner induction schedules for the Exec
- Organisation and management of any key company events (e.g. Christmas and annual summer party) including budgets, themes, organisation and delivery
- Coordinating and managing multiple complex diaries.
- Inbox management
- Supporting the wider team with general admin support.
- Ad hoc project support

**Office Management**
- Ensuring that any key communications from our serviced office space is shared with the business
- Working with HR and Serviced office provider regarding meeting rooms, passes and any visitors that may be arriving onsite
- Ensuring the office rota is being used by all colleagues who will be attending the London office
- Working with Finance and HR to ensure all post and correspondence has been collected and processed each day
- Ensure necessary stationary supplies for the office are well stocked
- **Attributes, Experience and Qualifications**_
- **Attributes**_
- Highly organised with a great attention to detail
- Resourceful, innovative and proactive
- Excellent written and verbal communication skills
- Personable, confident and authoritative with positive energy
- Flexible and adaptable approach
- Ability to think under pressure and display good judgement
- Being able to manage confidential and sensitive information
- **Skills and Experience**_
- Successful track record of working within a senior or C Suite equivalent role
- Proven track record of managing multiple diaries
- Sound experience of establishing positive and productive relationships at senior level within organisations and having the tact and diplomacy to ensure these are maintained effectively
- To have experience of taking minutes and circulating meeting papers
- Competent working with Microsoft 365 including SharePoint and teams

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