Executive Secretary
- Employer
- Undisclosed Company
- Location
- Oxfordshire
- Salary
- £25000 - £30000 per annum
- Closing date
- 18 Jul 2018
View more
- Sector
- Administration and Business Support
- Job Type
- Contract
- Hours
- Full-time
To provide a comprehensive, flexible administrative and secretarial support to the Office of the Chairman and Group Chief Executive
KEY RELATIONSHIPS AND INTERFACES:
Establish and maintain excellent working relationships, based on a professional, two-way communication style with: -
- Immediate colleagues including the Chairman and Group Chief Executive
- Direct reports to the Chairman and Group Chief Executive and their PAs
- The Group Marketing Director
- Executives and their PAs where applicable
- External contacts as required
BUDGETARY RESPONSIBILITY:
Work within defined budgets
ACCOUNTABILITIES:
OPERATIONAL PROCESSES, PROCEDURES AND PROJECT DELIVERY
Provide a full, highly confidential and proactive administrative service and secretarial support and back-up to the Chairman and Group Chief Executive and his Assistant, including: -
- Monitoring emails frequently throughout the working day to ensure timely action can be taken
- Update key documents on a regular basis
- Complete audio transcriptions (analogue), ensuring rapid and accurate turn-round
- Diary management
- Draft correspondence
- Arrange one to one meetings between the Chairman and Group Chief Executive and his direct reports
- Provide support for the office systems, including filing, retaining papers and documents and maintaining accurate records
- Book meeting rooms as required, including any audio-visual equipment, and ensure appropriate refreshments are provided
- Ensure visitors are booked in, car parking arranged, are met and have appropriate refreshments
- Produce weekly movements sheet for the Executive Chauffeur
- Submit expenses on behalf of the Chairman and Group Chief Executive and Executive Chauffeur
- Diary management and booking of meetings for the Group Marketing Director
- Deputise for the Assistant to the Chairman and Group Chief Executive in her absence
QUALIFICATIONS AND EXPERIENCE:
Microsoft Office
Google applications (gmail/calendar/drive)
CAPABILITIES
- Highly professional in conduct and appearance
- Discrete and confidential at all times
- Apply excellent judgement in dealing with internal and external people acting as an ambassador for the company, the Office and the Chairman at all times
- Ability to prioritise and balance conflicting and changing demands
- Organised, proactive and structured with the ability to anticipate requirements and excellent attention to detail
- Diplomatic yet assertive effective communicator both written and verbal dealing with a wide range of high level external and internal contacts
- High work ethic flexible and focused on delivering to the highest standards in a manner that represents appropriately the office of the Chairman and Group Chief Executive at all times
- Ability to plan ahead, anticipate problems and ensure arrangements take these in to account
- Responsive to and an ability to work in a changing and demanding environment and unflappable in working to challenging deadlines
- Experience of managing complex workloads
- Knows how and when to be demanding and insistent and when to allow latitude with actions that need to be taken
- Resilient, self-confident and possessing personal maturity, e.g. knowing when to ask for clarification and ensuring it is received
- Consistent focus on needs of the Chairman and Group Chief Executive regarding his business contacts, clients and potential clients as well as direct reports and other employees
- High levels of emotional intelligence to ensure potentially difficult situations are resolved calmly and with minimal disruption
- Excellent standard of written English
OTHER INFORMATION
Complete discretion and confidentiality are essential in this role, as is a strong sense of urgency
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