Executive Assistant

**Executive Assistant, Hybrid, London**

**6 Month FTC**

The Executive Assistant (Board Support) role provides effective administrative and business support to a designated Executive Manager and their team as well as providing support to the wider Pay.UK Board.

**Key Accountabilities**
- Supervises a team of executive assistants with responsibility for performance and development activities to ensure a professional and consistent level of service across all Directorates.
- Responsible for EA cover and holiday and absence planning to ensure appropriate cover is place for all executives and Board.
- Providing executive support to assigned Executive Management and all Pay.UK Board members including management of diaries, correspondence and expenses, confidently making decisions or delegating on behalf of the Executive/ Board and proactively reducing administrative load.
- Responsible for the planning and coordination of the schedule of meetings for the Directorate/ Board including scheduling, forward planners, agenda management, coordinating timely submission of papers, assembling briefing documents and maintaining accurate minutes and action logs.
- Oversees regular reporting responsibilities on behalf of the Directorate (e.g. regulatory, CEO, Board, Gold Command, internal and stakeholders) developing and managing reporting schedules to ensure timely submissions.
- Coordinates internal and external communications, as appropriate, on behalf of the Directorate including maintenance of Intranet pages.
- Supports the review and proof-reading and QA of documents including reports and presentations for internal and external meetings, committees, ExCo and Board to ensure internal standards are met in terms of house templates and house styles.
- Proactively manages the action log for Directorate meetings, liaising and meeting with action holders at all levels to ensure agreed actions are completed to timescale and quality.
- Supports the management of Directorate invoices, cost centre and budgets, working with Finance Business Partners to ensure value for money and costs are on track and within budget.
- Coordination of on-boarding and induction for Executive direct reports liaising with People, IT and Security to ensure a positive experience for new colleagues as they join Directorates and Pay.UK.
- Supports the management of risk and compliance tracking activities for the Directorate including tracking of compliance monitoring and training.
- Builds and manages internal and external stakeholder relationships on behalf of the Executive and teams at all levels up to and including Board as necessary.
- Attend or lead meetings on behalf of the Executive or team representing the function or department.
- Manages internal and external events (away days, team days, customer events) from end to end, including venue booking, catering, invitations and supplier liaison.
- Undertakes appropriate ad hoc projects and initiatives as requested to support continuous improvement and business efficiencies across the Directorate and Pay.UK.
- Deputises for the Executive Office Manager as required, including cover for the Chair and CEO, and organisation and minuting of the Executive Committee meetings and Quarterly Business Review meetings.

**Skills, Experience & Qualifications**
- Demonstrable experience in a senior administrative, executive assistant role essential.
- Stakeholder management experience of operating at a senior level and liaising with Executives, Directors/ Board.
- Team leader/ management experience preferred.
- Strong systems and IT skills to enable use of technology to drive efficiencies. Microsoft office essential. Microsoft Teams an advantage.
- Previous experience in a financial services or regulated environment (CNI, FMI) an advantage.
- Exceptional organisational and planning skills with a high level of proactivity and the ability to manage multiple and competing priorities whilst maintaining quality of work.
- Highly developed and agile communication skills and the ability to build effective relationships and influence and secure commitment at all levels.
- Self-directed and committed with the ability to work with little direction, demonstrating the initiative and ownership to deliver tasks and projects to completion.
- Excellent problem solver with the ability to successfully navigate varying levels of ambiguity and make effective decision calls.
- Exceptional time management skills and ability to work with resiliently under pressure and manage tight deadlines or competing priorities.
- High degree of integrity and the ability to handle highly sensitive and confidential information and discussions.
- Strong orientation to a collaborative team culture and cross functional working.
- Accurate minute taking and noting of actions in meetings.

**About Us**

Pay.UK maintains and develops the UK retail payment systems and standards that are core to the economy being able to function on a day-to-day basis.

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