Executive Assistant

2 weeks ago

SouthendonSea, United Kingdom Career Moves Full time
Executive Assistant

Location: London
Length: 4-6 Weeks
Rate: From £18 - £20 P/h PAYE  
Hours: 9am – 6pm

This client is one of the world's largest and most respected broadcasting organisations. One of the UK’s flagship media organisations, this client operates numerous TV channels, radio stations and digital platforms, catering to diverse audiences both in the UK and around the globe.

Job description:
To provide a high-level of secretarial and administrative assistance on a one-to-one basis, acting as first point of contact and liaising extensively with internal and external stakeholders.

Key Responsibilities:
  • A good communicator with knowledge of the managers or activities they assist, the job holder will act as the first point of contact handling complex and confidential situations and requests in a timely and effective manner.
  • Manage and organise events and meetings, including the booking of venues, travel and accommodation, to ensure effective use of Director’s time.
  • Provides a comprehensive diary management service, including the management and scheduling of key calendar appointments ensuring effective management of the Director’s time. 
  • Frequently liaise with various internal and external contacts, screening and prioritising all forms of incoming communications.
  • Create and maintain efficient and effective filing system, ensuring all documentation catalogued and organised using internal systems. Organises and prepares complex documents to a clear brief, requiring the integration of multiple office technology and software applications using formats and standard software.
  • To undertake other duties appropriate to the post including the collation and preparation of invoices, raising purchase orders and processing expenses, providing assistance to the managers.
  • Dealing with routine issues and coordinating more complex responses, ensuring that these are delivered in a timely and effective manner.
  • Support the implementation of strategic priorities and policies by providing and collating information as required. Prepare straightforward analysis, manipulation and interpretation of data.
  • Provide general policy guidance and advice to support policy compliance working with divisional specialists (e.g. IT, Business Continuity, H&S etc.) as required
Coordinate BU business calendar activities to help monitor delivery and outputs
Knowledge, skills, training and experience:
Essential
  • Experience of providing senior personal assistance at managerial level in a range of organisations. Extensive diary management experience at senior leader or equivalent level.
  • Excellent organisation, diary management and planning skills. Must be able to handle multiple and often conflicting requests calmly and effectively regularly reprioritising own and managers workload to ensure business objectives are achieved.
  • Organised with ability to prioritise own workload effectively, to coordinate activities and conflicting demands to ensure that tight deadlines are met.
 
  • Strong interpersonal skills with the ability to communicate effectively at all levels. Ability to develop strong working relationships with stakeholders at all levels of the organisation and externally.
  • Strong computer skills with extensive demonstrable experience of office software packages (i.e. Word, Excel and PowerPoint).
  • Ability to use own initiative, be proactive and deal with specific queries as they arise.
  • Attention to detail and practical experience of gathering, analysing and collating complex
and confidential information.

Desirable
  • Media sector experience.
  • Relevant PA qualification.
  • Previous experience of operating as a PA at Board or Director Level.

Job impact 

Decision making
  • Operates within a 9 -12 month planning timescale.  Managerial guidance and assistance will be available. 
  • Manages own time to achieve specified short-term targets.
  • Managerial guidance and assistance will be available.


Role holder will perform a range of secretarial and administrative tasks for senior manager/directors, and will display an understanding of methods, systems and procedures gained through significant practical experience of operating at a similar level. The work involves the exercise of initiative and judgment relating to resolving confidential and sensitive information, escalating complex issues where necessary.  

Scope
  • Financial. Role/team dependent
  • Employees. n/a
  • Other. Role/team dependent


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