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Executive Assistant to Mayor

3 months ago

London, United Kingdom Adecco UK Full time

**Deputy Head of Mayor's Office and Executive Assistant to Mayor**

**Service Area**: Mayor's Office

**Pay Rate**: £26.03

**Location**: Stratford

The Deputy Head of the Mayor's office and Executive Assistant to the Mayor is a vital role within the council supporting the Mayor and Cabinet so that they can undertake their executive and civic functions effectively. The role will involve:

- Working with mínimal supervision to provide an excellent diary management and executive PA support service to the Mayor.
- Deputising for and supporting the Head of Mayor Office in the provision of an excellent office and administration function to the Mayor.
- Maintaining good relationships with the Chief Executive, Members, Corporate Directors, officers within the Council, stakeholders and partnership bodies to support the Mayor.

Job Context
- The post holder reports to the Head of Mayor's Office.
- The post holder will be enthusiastic, committed and keen to make a difference to the lives of the local residents
- Be politically astute and understand the appropriate connections between elected politicians and officials;
- Have an appreciation of the mayoral model and the importance of governing with the highest ethical standards;
- The post holder has line management responsibilities for 3-5 members of staff.

Key tasks and accountability's are intended to be a guide to the range and level of work expected of the post holder. This is not an exhaustive list of all tasks that may fall to the post holder and employees will be expected to carry out such other reasonable duties which may be required from time to time.

To be responsible for maintaining a complex schedule and electronic diary accurately, making informed judgements based on understanding competing demands, and prioritising appointments appropriately. To include:

- Responding to meeting requests for the Mayor and liaising with officers of the council and members of external organisations over meeting, visit and event arrangements.
- Commissioning briefings for the Mayor and chasing as needed.
- Making travel and accommodation arrangements as required.
- Booking meeting rooms and refreshments as required.
- Overall responsibility for collating and replying to invitations appropriately and in a timely manner, seeking advice from the Mayor, Office Manager and other Council Officers as needed.
- Overall responsibility for arranging, providing papers and agenda for and following up weekly Mayor's Diary Management meeting.
- Providing welcome and hospitality for all visitors, internal and external, for the Mayor.
- Ensuring all information is recorded in the diary and is easily accessible to the Mayor and colleagues within the Mayor's Office as needed.
- Ensuring gifts and hospitality are recorded and declared in a timely manner.
- To provide a telephone answering service on behalf of the Mayor dealing with a wide range of calls from residents to high profile VIPs and to provide a professional and knowledgeable service to all telephone callers, ensuring that the reputation of the Mayor and the Council is maintained at a high level.
- To assist the Mayor in ensuring she is fully prepared and briefed for meetings, including the collation of briefing materials, reports and any other documentation required ensuring that the content is relevant and accurate and style and layout is appropriate. To manage a bring forward filing system to ensure the Mayor and the Mayor's Office can work effectively.
- To have the ability to function in a highly pressured environment, with competing demands and a significant workload, with the ability to prioritise and ensure a professional and high level of service to the Mayor is maintained at all times.
- To build, develop and maintain good working relationships with very senior people in a wide variety of organisations and to be able to deal with sensitive and difficult matters
- To manage incoming and outgoing correspondence, including casework, managing a timely and effective service which promotes the reputation of the Council as efficient and responsive to resident's needs.
- To lead, develop and maintain systems to ensure effective and efficient management of the Mayor's
- To lead the co-ordination of and provide comprehensive management information and briefings on the performance of the Council in relation to the Cabinet Accountability Model.
- To demonstrate tact and diplomacy when dealing with people at all levels
- To implement and maintain electronic and other systems and databases to maximise effectiveness.
- To work independently with the ability to use own initiative and work flexibly.
- To line manage, appraise and develop staff accountable to improve performance and ensure the Mayor's Office objectives are met. To line manage other support staff or temporary staff as required

**A full job description can be provided upon request.**

Adecco acts as an employment agency for permanent recruitment and an employment busine