Title:Executive Assistant |
Hours:9:30am - 5:30pm and as required, flexible applications considered |
Working week:Monday - Friday |
Department:Senior Leadership - reporting to Practice Support |
Purpose of job:The Executive Assistant acts in true business partnership with the Senior Leadership Team, providing a high level of professional and strategic support, taking on complex tasks and supporting on projects. The Executive Assistant plays a critical role in managing daily administration for their stakeholders by anticipating their needs to enable their Executives to stay focused on their objectives, whilst acting as a gateway to resolve operational and administrative issues before they arise. This role will directly support five Executives, alongside working collaboratively as part of the wider EA team to provide general support to the entire Senior Leadership Team as required. |
Management Team Support
- Acting as a gateway for the Senior Leadership Team; managing incoming and outgoing communication, liaising with key stakeholders.
- Always behaving with diplomacy and discretion to help facilitate the firmwide goals and objectives of the Senior Leadership Team.
- The EA is the first point of contact for the rest of the business when seeking access to the Senior Leadership Team.
- Using their in-depth knowledge of the business and firmwide projects to screen, triage and assess whether the Senior Leadership Team is the appropriate level for tasks and, where not, directing work to more appropriate committees or individuals. This to include, where required:
- Reviewing and overseeing work returned from other departments to ensure it is in the correct format before being passed to the Senior Leadership Team for final review; in this way the EA will mitigate interruptions and ensure Senior Leadership Team time is spent where it is most needed on high level tasks and decision making.
- Acting as a delegate on behalf of the Senior Leadership Team when required, the EA will always communicate with conviction and possess the courage to challenge their Executive(s) and others in the firm where needed.
- Providing holiday and absence cover for other members of the EA team to ensure seamless support to the Senior Leadership Team at all times.
Executive Assistant Day-To-Day Duties
- All aspects of administrative support: extensive calendar and diary management; extensive inbox management including drafting responses and taking action as required; coordinating schedules, meetings and appointments; answering and directing telephone calls; preparing any and all necessary documentation.
- Arranging internal and external meetings/ conference calls and assistance with planning events. Managing all of the associated logistics to ensure the smooth running of such meetings, liaising with other support departments as required.
- Attending meetings as required to take minutes and concise notes, acting as a proxy in meetings as appropriate, reporting back with summarised feedback and following up on action points
- Maintaining professionalism and strict confidentiality with all materials and exercising discretion when interfacing with the wider business and stakeholders.
- Strategically supporting on concurrent projects in an organised and analytical way; undertaking research, keeping track of timelines, deadlines and actions that need to be taken.
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