External Affairs

2 weeks ago

London, United Kingdom The Crown Estate Full time

Advert Close date: 10th May 2024

Purpose of Role: This is a critical role responsible for supporting and delivering The Crown Estate’s strategic stakeholder engagement programme, responsible for delivering programme of strategic events including visits, roundtables etc, externally representing TCE and liaising with senior stakeholders & their teams to collaborate on the strategic direction and purpose of visits & meetings, as well as providing strategic advice and administrative support to the Head of External Affairs & Policy. The post holder will have management responsibility for the Team PA.

The role holder will predominantly support the Head of External Affairs & Policy (EA&P) and leadership team, working closely and collaboratively with the Executive Assistant (EA) and Team Coordinators within the broader Purpose, Sustainability & Stakeholder (PSS) team. This role will line manage resource to support the delivery of stakeholder engagement activity and traditional team pa activity, alongside managing third party suppliers such as venues/catering.

Through successful internal and external stakeholder management, the Executive Advisor will develop a broad understanding of the work of the EA&P team, how their work directly impacts the business priorities of the SBUs and the wider enterprise priorities of the Group. The individual will take the lead in identifying and delivering tailored support for the EA&P team and making improvements to business processes, including helping to set, drive and monitor the objectives and performance of the wider team.

Main Accountabilities

• Strategic advice and Private Secretary type support to the Head of External Affairs and Policy and the wider team leadership, ensuring risks are identified early, the leadership are focused on the right issues, and objectives are delivered to high standard within time.

• Ensure EAP deliver a strategic programme of stakeholder engagement which drives forward the outcomes of the enterprise.

• Support the Head of EA&P with all elements of key stakeholder management, including taking the lead planning key external stakeholder events with minimal supervision, i.e. CEO and Board visits, attendance at Party conferences, arranging key stakeholder roundtable events, etc

• Build strong external relationships with a network of senior strategic stakeholders & their teams to ensure the successful delivery of the stakeholder engagement programme

• Set up and revise the working practices of the wider team to ensure that the unit has clear ways of working, clear objectives and agreed measurements of success. Monitor success against these.

• Build a strong working relationship with the EA to CEO and Executive Advisor to CEO to ensure the smooth flow of information between the Head of EA&P, the EA&P team and the CEO’s office, often at pace and to tight deadlines

• Line manage resource to support the delivery of stakeholder engagement activity and traditional team pa activity, alongside managing third party suppliers such as venues/catering.

• Oversee the Team PA who is responsible for extensive diary and inbox management for the Head of EA&P and ad-hoc support with leadership team diaries, helping to make best use of time around competing demands

• Support best practice agency management, including delivering the next round of agency retenders in line with business need and guidance.

• Attend meetings with the Head of EA&P and her leadership team, taking notes and proactively driving forward actions 

• Support the Head of EA&P and the team in meeting deadlines for the Quarterly Business Review process, annual budgeting and business planning and other key internal deadlines, i.e. for the submission of GLT/Board papers and other local deadlines in collaboration with the EA to ED-PSS 

• Proactively devise and oversee an annual schedule of team planning and away- days, forward planning and overseeing other key milestone dates, e.g. annual Connected Conversation cycle on behalf of the leadership team, etc 

• Other duties will include supporting ad-hoc projects, as directed by the Head of EA&P and leadership team, producing high-quality written content, PowerPoint presentations and undertaking research 

• Opportunity to provide cover and ad-hoc support to EA to ED-PSS to gain insight and experience supporting at Executive Director level 

• Work collaboratively and consult with EA to ED-PSS, the PSS team coordinators and other Assistants across the Group. Be an active member of the Assistants’ Network 

• Ensure awareness, compliance and consistency across the team with corporate policies and procedures, e.g. expenses policy, gifts and hospitality register, including ensuring TCE procurement guidelines are followed during the procuring of key supplier/agency contracts.

Knowledge, Experience and Skills: 

• Highly discrete, maintaining confidentiality at all times. Tactful, resilient, and diplomatic

• Has an interest in politics/stakeholder engagement/current affairs 

• Able to demonstrate experience in a fast-paced PA role or solid background as a Team Coordinator/Private Secretary looking to take next step in their career. A self-starter who is results-driven to deliver on agreed objectives 

• Demonstrates a calm, considered approach, is adaptable to constantly changing priorities, able to persuade, negotiate and asks the right questions 

• Methodical with excellent organisational and time management skills. Ability to work independently on self-directed projects, often under pressure to meet deadlines 

• Proven experience organising and overseeing internal and external facing events with minimal supervision 

• Strong communication skills, both verbal and written, to build rapport and purposeful working relationships with Board members, Executives, senior leaders, the wider team, internal and external stakeholders. Strong influencing skills and confident to ask for help and support from peers, as needed 

• Highly proficient and confident using Microsoft Office and Adobe 

• Experience producing documents, PowerPoint presentations, formatting reports, and producing meeting minutes 

• Readily share knowledge and expertise with others to solve problems. Proven experience in developing business processes to improve efficiency. Energetic and resourceful, proactive in initiating change to improve performance of self and team processes 

• Keen to get involved; understand TCE purpose, values, heritage and corporate priorities.

Advert Close Date: 10th May 2024

Our recruitment process
We are committed to inclusion and diversity, proudly supporting the Disability Confident employer scheme. We offer flexible application methods and adaptations throughout our recruitment process to ensure candidates have the best possible opportunity to showcase their skills.

If you require any adjustments or have questions about the application process, please contact us at careers@thecrownestate.co.uk.

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