Executive Secretary

2 weeks ago

Letchworth Garden City, United Kingdom Willmott Dixon Full time

Executive Secretary (IT)

Willmott Dixon are recruiting for an Executive Secretary to join our Letchworth based IT team. This will be a 10 month fixed term contract (maternity cover) role. Within this role you will deliver a high level, effective and efficient administration support service to the Head of IT and Senior IT Management Team (SMT). You will ideally be an experienced Executive Assistant with a track record of effectively managing and prioritising multiple administration support tasks.

We are looking for an individual with strong communication skills and a willingness to learn, upskill and develop. You will need to be adaptable when dealing with people and managing relationships and must have good planning and organisation skills. You will be trustworthy and able to demonstrate discretion with confidential information when necessary.

Our Head Office is located in Letchworth Garden City. The preference is that this role will be done on a hybrid basis. We could consider it as a remote role but please note there will be a few occasions when you are required to come into the office to fulfil some specific duties required in the role.

The IT team are a great team to work with and would describe themselves as: -

• Flexible
• Fun
• Uncomplicated
• Genuine and friendly
• Innovative and keen to improve
• Responsive to customer needs

The Project

Some of the day-to-day responsibilities of the role will include:

• Ensure that all meeting requirement requests are serviced.
• Ensure that diary dates are acceptable for all key attendees.
• Circulate meeting invites and include all relevant information, including the agenda and Terms of Reference if needed.
• Keep people up to date with diary changes.
• Proactively manage diaries and make changes when necessary to ensure meetings can take place.
• Attend meetings and understand the action notes required and challenge stakeholders in the room when required.
• Ensure that everyone responds to the meeting invite and that the requestor is aware of both attendees and non-attendees in good time.
• Produce meeting minutes/actions within good time and have the confidence to check on things whilst attending the meetings to assist in this task.
• Supervise the workload of the team to meet business requirements.
• As a key contact, respond to a customer queries (internal and external) in a professional manner with any issues escalated in a timely manner to the relevant line manager.
• Pro-actively project manage one-off and recurring internal/external projects/events.
• Provide ad hoc support as required for IT projects and teams
• Assist in delivering our objectives in line with the Now or Never Sustainability Strategy.

Essential and Desirable Criteria

Skills, Qualifications and Memberships

Essential

• Confident communicator and customer service focused.
• Proficient use of Microsoft Office; inc. Excel, Word, Outlook and Project.

Desirable

• ITIL v4

Personal Qualities

Additional Information

Willmott Dixon embraces diversity in the workplace and will consider flexible and agile working. We are a disability confident employer.

Benefits: in return we reward our people generously with a competitive package that gives you flexible benefits to fit your lifestyle and priorities. This includes but is not limited to, an enhanced pension scheme, full / heavily discounted private medical, life assurance, incentive bonus and a car scheme which will make us a market leader in sustainable company travel. Applicable roles will benefit from a motoring expenditure allowance (MEA) and everyone can access a new generation of low carbon and electric cars via the Willmott Dixon run car leasing scheme.

About Us

With 170 years of rich history, Willmott Dixon’s purpose beyond profit is to deliver brilliant buildings, transform lives, strengthen communities, and enhance the environment so our world is fit for future generations. Ensuring that we add lasting value to the neighbourhoods we work in; our values, people, innovation, partnerships and focus on sustainability has allowed us to build a successful and trusted privately owned business where our people can thrive.

Construction is changing and we are at the forefront of that change. Pioneering new ways to build, innovating the way construction is viewed and establishing ourselves as one of the top employers in any industry. It truly is an amazing company in one of the most exciting industries with a vast array of professional career paths.

Willmott Dixon has recently been awarded No 1 in the Best "Big" Companies (2022) to work for and already holds the Times Top 50 Employers for Women 2022 and is the first major contractor and developer to win a King’s Award for Enterprise in the category of sustainable development.

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