Executive Support Assistant

4 weeks ago

Workington, Cumbria, United Kingdom National Nuclear Laboratory Full time

About the Role

We are seeking an experienced and skilled Executive Support Assistant to join our team at the National Nuclear Laboratory. As a key member of our Executive Team, you will provide high-level administrative support to our senior managers, ensuring the smooth operation of our day-to-day activities.

Main Responsibilities

  • Act as a first point of contact for visitors, correspondence, and phone calls, providing a professional and courteous service at all times.
  • Manage and coordinate travel and accommodation requirements, including related expenses, travel packs, and risk assessments.
  • Communicate and collaborate with internal and external stakeholders, developing positive relationships and ensuring effective communication.
  • Prioritize and manage time effectively, ensuring senior managers are well-prepared for all commitments.
  • Organize internal and external meetings, ensuring all customer requirements are met to exceptional standards.
  • Prepare, review, and proof-read documents, reports, and presentations.
  • Manage and maintain databases and electronic filing systems, including time and attendance, and workflow approvals.
  • Conduct research on behalf of senior managers.
  • Collaborate with other members of the office and administration team, supporting their work, attending meetings, and covering for absent colleagues as required.
  • Provide personal assistance on specific tasks as and when required.
  • Prepare and support the on-boarding of new staff members, where necessary.
  • Communicate with Board Members, schedule Board Meetings, and arrange meeting agendas.
  • Prepare meeting agendas and provide administrative support at key meetings, as agreed with executive members.
  • Support and occasionally project manage internal and external events, leadership meetings.
  • Provide occasional out-of-hours support.

Essential Criteria

  • Proven experience of supporting at Director level.
  • Proficient IT skills – Word, Excel, PowerPoint, Email, Internet use.
  • Excellent planning and organizational skills with a disciplined approach and attention to detail.
  • Excellent prioritization skills with the ability to anticipate work needs, with a proactive and forward-thinking approach.
  • Ability to communicate information in a variety of settings, both inside and outside the organization.
  • Confident, articulate, and able to work on your own initiative.
  • Demonstrate integrity, trust, and discretion in all activities.
  • An adaptable and flexible attitude towards fluctuating demands in workload.
  • Ability to obtain SC level security clearance.

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