Executive Team Assistant
1 week ago
An exciting opportunity to join a small housing and architectural membership body in a newly created opportunity based in Fenchurch Street. This is a PA/ Team assistant support position, assisting the CEO, the Director of Policy and Public Affairs and alsoproviding administrative support to the wider team, particularly for their onsite events.
Standard hours 9-5pm or 9:30-5:30pm, flexibility required for events from time to time. Some flexible working can be offered too.
25 days holidays and 8% company pension contribution.
Responsibilities include:
Executive Services
- Daily diary management for Chief Executive and Director of Policy and Public Affairs, monitoring calendars, filing services and support for priorities
- Document formatting and finishing
- CRM search as required
- Liaison with IT provider for executive staff
Individual meetings
- Sending out calendar invitations teams and zoom, monitoring responses, provide organisers and with attendee information
- Minute meetings as required
- Booking of meeting rooms and refreshments if required
Staff Team Meetings
- Advance scheduling to maximise attendance
- Agenda preparation and supporting items
- Booking meeting rooms
- Sending out calendar invitations, teams and zoom ,monitoring responses, provide organisers with attendee information
- Minute meetings and distribute
Business Meetings
- Advance scheduling to maximise attendance
- Maintain full contact information for attendees and observers including mentors and mentees for the Futures Network
- Agenda preparation and supporting items
- Booking meeting rooms
- Sending out calendar invitations teams and zoom, monitoring responses, provide organisers with attendee information
- Minute meetings and distribute outputs: prepare agendas, and send out actions list after the meeting
- Coordinate slide presentations if required and maintain in meeting folders
Assisting with Events Programme Support
- Meeting and greeting guests, catering support
- Assist with room set up for meeting and events
- Support with badges and speaker plates and general collateral for events
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