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Executive Secretary

Employer
Undisclosed Company
Location
Oxfordshire
Salary
£25000 - £30000 per annum
Closing date
18 Jul 2018

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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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