Executive Assistant

4 days ago

London, UK, United Kingdom myGwork Full time

This job is with FSCS, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

This is a 12-month fixed term contract at FSCS supporting the Chief Communications and Stakeholder Officer. The role holder is responsible for providing comprehensive, co-ordinated and efficient support with diary management, meetings and additional tasks including supporting budgetary, team management, procurement and risk management activities.

The Executive Assistant will work independently on projects, from conception to completion, and handle a wide variety of activities and confidential matters.

Key responsibilities

Executive diary management

  • Maintain and update diary/calendar on a daily basis.
  • Co-ordinate requests for meetings in a prompt and efficient manner.
  • Organisation of events, both internally and externally.
  • To make adequate arrangements for refreshments, hospitality and travel, as and when appropriate.

Meetings

  • Ensure adequate provisions are made for meetings; this will include booking meeting rooms and ensuring facilities are aware of refreshment needs.
  • Prepare and issue agendas for meetings within the team and externally and, when required, produce accurate minutes reflecting agreed actions.
  • All meetings are well planned and administered, responsibility for action points agreed & monitored and ensure that all needs are anticipated and accounted for.
  • Where necessary, act as a Formal Secretariat for key projects.

Forward planning

  • Maintain the Executive schedule to ensure that priorities have been identified
  • Undertake preparation for Executive meetings through the provision and organisation of appropriate paperwork
  • Ensure brought forward items are effectively logged and dealt with
  • Identify opportunities for work to be diverted and dealt with by others where appropriate

General

  • Act as an interface both within the Scheme and externally. This will include the preparation of presentations and the development of relevant documentation or reports.
  • To screen calls and post (electronic and paper)
  • Type and prepare documents, provide minute taking when required, maintain filing systems, organise and monitor emails
  • Prepare papers for Executive and Board Meetings and undertake specific research activities to support the Executive
  • Provide administration to the wider leadership team
  • Create purchase orders using Ipos
  • To attend appropriate meetings as and when required and undertake ad hoc projects when requested
  • Liaison and co-ordinate with other Executive EA's across the scheme
  • Monthly Credit Card and other Expenses reconciliation

Knowledge and experience required

  • Extensive experience of providing executive administrative services to a senior Executive.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members and external partners
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Experienced professional fully proficient in executive diary management, events, office management
  • Highly organised with excellent time management skills.
  • The ability to use tact and discretion.
  • A clear commitment to the vision of FSCS and to upholding FSCS Values.
  • Experience of working within the financial services industry

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