Executive Assistant

Executive Assistant

**information**

**Post Title**: Executive Assistant

**Summary of the Role**:
The Executive Assistant will work closely with the COO, Executive Director and other senior Directors on numerous day-to-day aspects of the business, including both strategic and operational tasks, as well as delivering against specific projects. The role holder is responsible for the operational meeting delivery of the Board whilst supporting other senior leadership meetings. They will hold office management responsibility for HQ in Chatham.

They will be a champion for the Senior leadership teams, positively representing Ward as an authoritative key contact, and action point for national/local organisations and individuals.

The Executive Assistant will work closely with other members of Ward to create and monitor governance of meetings.

**Reports to**: TBC

**Base / Location**:Chatham (HQ) or London (HQ)

**Key Responsibilities**

**Working Relationships & Contacts**
- Keeping ahead of business priorities and critical projects, being alert to risks or delays, ensuring these are understood.
- Anticipating the needs of the executive office, planning ahead, resolving operational and administrative issues before they arise.
- To manage the Board Director’s office, providing support to the MD, COO and ED by undertaking project work as directed. This will include identifying and collating relevant information required for business decisions.
- Attend business meetings, including Board Meetings pro-actively taking relevant notes and action points to produce minutes.
- Produce reports, articles, briefings, and project proposals as requested by the MD/COO/ED.
- Proof read official business documents for the COO/MD. Provide clear and concise written briefings on sensitive and confidential issues.
- Co-ordinate correspondence on behalf of the COO/MD/ED to external clients, suppliers and any other 3rdparties.

**Diary management and office support**
- Manage Board members diaries as well as supporting other senior directors in the organising of business meetings both internally and externally.
- Act as the go to person for the management of the Chatham office. Ensuring that the day to day office management is running smoothly.
- Responsible for meeting and greeting external visitors to head office.

**Governance and projects**
- Oversee the production of agendas, assembly of papers and ensure meetings comply with terms of reference and that adequate briefing information is available prior to the meeting.
- Establish and monitor effective reporting arrangements for monitoring compliance with the governance agenda and other statutory duties.
- Hold terms of reference for Board of Directors and any sub-committees and ensure they are reviewed at appropriate intervals.
- Proactively monitor the implementation of recommendations, liaising with employees at all levels.

Internal stakeholders

External suppliers

Suppliers of goods and services

External visitors

**Person Specification**:
**(Please state Essential (E) or Desirable (D)**

**Knowledge & Skills**:
Competent user of Outlook and basic Microsoft Office (Word, Excel, PowerPoint) (E)

Able to adapt to different priorities quickly and maintain good attention to detail to ensure image and standards are maintained (E)

Excellent organisational and time management skills (E)

High level of self-motivation and problem solving (E)

**Experience**

A minimum of 3 years experience of working in an PA/EA or similar role (E)

Good use of IT systems (E)

Customer service skills (E)

**Qualifications**

Level 2 minimum in Maths and English (E)

**Job Types**: Full-time, Permanent

**Salary**: £34,000.00-£38,000.00 per year

**Benefits**:

- Company pension

Schedule:

- 12 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Chatham, Kent: reliably commute or plan to relocate before starting work (required)

**Experience**:

- PA/Executive Assistant: 2 years (required)

Work Location: In person