Executive Assistant

**Executive Assistant (PA) - Short Term Contract**

**Location**: PR1 8RE
**Contract**: Full-time, 3 Month Contract, with the possibility of an extension
**Hourly Rate**: £18.26
**Hours**: 37 per week (Flexible arrangements considered)

**Job Purpose**

The Executive Director's Senior Personal Assistant is vital in supporting the Senior Leadership Team by providing confidential, efficient, and high-quality personal assistance to Executive Directors. The postholder will manage complex administrative duties, proactively coordinate schedules, and act as the first point of contact for internal and external stakeholders, ensuring the smooth operation of the Executive Leadership function.

The role also includes providing day-to-day leadership to Director Personal Assistants and/or Business Support Officers, ensuring a professional and consistent service is delivered across the team.

**Key ResponsibilitiesExecutive Support**
- Act as the first point of contact for the Executive Directors, handling correspondence and incoming calls professionally and efficiently.
- Proactively manage and coordinate Executive Directors’ diaries, scheduling meetings, ensuring appropriate briefings are prepared, and **,** comfort breaks and essential follow-up time.
- Organise travel, accommodation, and related arrangements as required.

**Meeting Management**
- Manage administration for Senior Leadership Team (SLT) meetings and other key meetings or projects, including agenda planning, minute-taking, maintaining action logs, and tracking follow-ups.
- Coordinate all logístical arrangements for meetings chaired or attended by Executive Directors, including liaising with external partners, venues, facilities management, and speakers.
- Prepare agendas and documents, draft high-quality correspondence and routine letters, and manage meeting records efficiently.

**Leadership and Team Supervision**
- Provide day-to-day leadership, guidance, and support to Director Personal Assistants and/or Business Support Officers within the Senior Leadership function.
- Manage team performance, including setting targets, conducting regular one-to-one meetings, and supporting performance development reviews.
- Delegate tasks effectively to ensure an equitable distribution of workload within the team.
- Oversee administrative systems and processes, ensuring consistent standards and continuous improvements.
- Offer advice on handling difficult or complex situations, escalating issues to management where appropriate.

**Stakeholder and Relationship Management**
- Build and maintain strong working relationships with internal colleagues, external agencies, and key stakeholders.
- Understand the Executive Director’s portfolio, priorities, and key contacts to ensure informed decision-making and effective support.
- Keep up-to-date with changes in policy and legislation impacting the Executive Directors’ service areas.

**Skills, Knowledge, and ExperienceEssential**:

- Proven experience supporting senior executives in a complex, confidential environment.
- Exceptional organisational and diary management skills.
- Excellent written and verbal communication skills.
- Ability to use initiative, prioritise competing demands, and manage workloads effectively.
- Experience supervising and leading small teams to achieve operational goals.
- High-level proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Strong understanding of professional etiquette and handling of confidential and sensitive information.

**Desirable**:

- Experience working in a local government, public sector, or similarly structured environment.
- Knowledge of corporate governance protocols and working with VIP stakeholders.

**Job Types**: Full-time, Fixed term contract
Contract length: 3 months

Pay: £18.26 per hour

Expected hours: 37 per week

Schedule:

- Monday to Friday

**Experience**:

- local authority: 1 year (preferred)
- Executive Assistant: 1 year (preferred)

Work Location: In person

Reference ID: 5266836