Executive Assistant

3 weeks ago

London, United Kingdom Network Rail Full time

Executive Assistant (Board & Group General Counsel)

**Location**:
London, GB

**Department Name**:
Legal & Corporate Services

**About Network Rail**:
**About Network Rail**

Our passengers and freight users are at the heart of everything we do. We help connect people to their friends and families and get goods to their destination safely and efficiently. We’re an organisation where people matter. When your part of our team, you matter to us, and you matter to millions.

We're continuing to build a more diverse and inclusive organisation which is representative of the passengers we serve. To do this, it is essential we become a more open, diverse, and inclusive organisation, harnessing the skills and expertise of all our people, and attracting the best talent to help us have a safe, accessible railway for everyone.

We believe that investing in our people is one of the most effective ways of improving the safety, reliability, and efficiency of the railway. For more information about Network Rail and how we recruit, please refer to the Network Rail Careers website.

**Brief Description**:
**About the function
**The Legal and Corporate Services team provides legal, corporate governance and compliance services for the Network Rail group of companies through the department’s own experts or through external advisers. Legal and Corporate Services is part of the Chief Financial Officer’s directorate, and comprises four sub-teams: legal services; corporate commercial; transparency, ethics, data protection and freedom of information, and company secretariat. This role works most closely with the Group General Counsel and company secretariat team.

**Who are we looking for?**

We’re looking for someone to work closely with the Company Secretariat, regions and directorates so that the Board and the Executive Leadership Team has the information and resources it requires to make informed decisions and fulfil their objectives.

This person will act as an all-around gatekeeper and strategically manage the Group General Counsel and Company Secretary’s time with respect to priorities, goals, and objectives and in leading Legal & Corporate Services.

The job holder will also be required to provide support to the various teams that form Legal & Corporate Services in delivering their objectives.

We need someone with strong time management skills. Excellent inter-personal and organisational skills are also vital. It would be helpful for the job holder to understand Network Rail’s leadership and corporate meeting structure. That person should also have a good grasp of Network Rail’s systems, processes and policies (including HR and procurement processes, IT and support, and liaison with Facilities Management teams from a logistics perspective). This job has many competing priorities and will be a busy role made up of both events that need to be planned for in the future as well as reactive tasks that result from last minute changes to situations (often at short notice).

**About the role (External)**:
**What does the average day look like?***

The role of an **Executive Assistant** is a multifaceted role, in that you will undertake various duties including (but not limited to):

- Establish self as initial point of contact for Network Rail’s non-executive directors. Arrange inductions, co-ordinate IT requirements, manage expense claims in line with Network Rail policies, direct queries and requests made by non-executive directors to the business and functional areas and monitor/track responses to help them to be productive and efficient and have a co-ordinated point of access into Network Rail.
- Maintain, co-ordinate and communicate Network Rail’s corporate calendar, in liaison with the Company Secretariat team and executive Directors’ Personal Assistants, so that Network Rail Directors (both executive and non-executive) are aware of meetings and arrangements in a timely manner.
- Deliver meeting logistics for the corporate calendar and stakeholder events including, but not limited to, arranging venues, managing travel and accommodation arrangements, co-ordinating IT requirements, producing necessary paperwork and liaising with meeting hosts and booking agents so that meetings are productive, run smoothly and provide value for money.
- Prepare and co-ordinate agendas and papers for the Board and executive meetings and assist with any follow-up action, as necessary, for the Company Secretariat so papers are delivered on time and to the right quality and deadlines for actions are met.
- Attend Network Rail Board meetings across Great Britain on a periodic basis to manage arrangements on the day to facilitate the smooth running of meetings.
- Provide personal support to the Group General Counsel including, but not limited to, owning the diary, managing travel and accommodation arrangements, supporting recruitment activities and co-ordinating all team meetings to support delivery of Group General Counsel’s o

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