Executive Personal Assistant

3 weeks ago

London, United Kingdom Brook Street Full time

Executive Personal Assistant (Temp)
Contract: February 2024

Location: Westminster, London
Hybrid setting:
This is a temporary contract role until for an Executive Personal Assistant role with an immediate start date (Compliance dependant) for a twelve-months duration with a possible extension offering a hybrid work setting (two days in the office and the rest fromhome) and a central London location (Westminster).
**Job Description**:
This is a brilliant opportunity to work as an Executive Personal Assistant for our government client. The client is looking for an individual who is highly experienced and a real team player that can build rapport with senior management in director level. Youwill be joining a high-profile area of the team, providing PA and corporate support to the Director - Markets North, Markets South and in the Senior Leadership Team.
You will be a self-motivated team player with good organisational skills and a keen eye for detail. You will have access to sensitive information so above all you will be trustworthy, loyal and discreet.
Working in support of the Director(s), you will also deliver a seamless service to the Senior Leadership team that:

- Enables them to manage their time effectively and plan and prepare for key meetings and activities.
- Ensure they maintain regular contact with their team members and direct reports
- Ensure that they are sighted on and able to deal with action items in a timely manner.
- Ensure they are supported and equipped for meetings by flagging important and key documents required.
Duties and responsibilities
" Proactively managing the Director's schedule to ensure sufficient time for priorities, travel, desk time and breaks; accepting or declining meeting requests; highlighting and resolving upcoming conflicts. This includes managing arrangements for travel bookingsand accommodation as required using the Department's portal.
" Support the Director in their work with their Senior Leadership Team (SLT), including acting as a liaison, showing initiative by drafting agendas and providing the secretariat for SLT meetings and away days
" Anticipating and scheduling regular meetings, including one-to-ones with direct reports
" Scanning the Director's inbox for action items and bringing these to their attention
" Arranging meeting rooms and greeting and notifying Reception of external visitors
" Preparing agendas, meeting papers along with other general administrative tasks such as taking minutes and following up actions where necessary and filing these on OneNote in the Director(s) Shared area.
" Act as an IT Focal Point for the team, where required.
" Collating papers for meetings and other documents filing on OneNote in the shared Director's area
" Organisation of Divisional Away days
" Contributing to other cross-Directorate activities as needed
" Supporting the wider work of passenger services
" Deal proactively, quickly and effectively with ad-hoc requests from the Director
" Be proficient in the use of Microsoft Office packages e.g., Word, PowerPoint, Excel, Time TEAMS and OneNote
" Be part of the existing PA Hub team, covering and supporting each other as necessary
**Experience**:
" Proven experience of building effective working relationships with a range of stakeholders
" Proven organisational skills to adapt to changing environments
" Ability to manage competing demands simultaneously
" Experience of presenting information to a wide range of audiences
" Competent knowledge of presenting and manipulating data in Excel
" Minimum 2 year's experience
Please be informed if you are successful, we will need to run a compliance prior to starting, and communication needs to be consistent with the compliance team including DBS checks and references.
How to apply:
Please click on this on link and apply

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