Executive Assistant (Executive Team)

What’s the role? Providing a comprehensive, high quality and confidential support service for the Executive Team.

What will I have to do? I will…  Provide a comprehensive and efficient support service to the Executive Team, including managing incoming post and telephone calls.  Deliver against team and individual targets and objectives.  Develop, implement and maintain administrative systems and databases to support the effectiveness of the Executive Team.  Effectively manage diaries and calendars for the Executive Team.  Assist with meeting arrangements, including refreshment booking, room set up and meeting and greeting as required.  Plan and schedule a timetable for the preparation of agendas for various senior level meetings ensuring all meetings are diarised and ensure report authors are aware of deadlines.  Prepare meeting packs, attend and minute various senior level meetings involving the Executive Team and Assistant Directors, as required.  Publish accurate minutes of these meetings in a consistent format and to the prescribed standard, managing all follow up administration.  Manage the Actions Arising reports for senior level meetings by liaising with colleagues to capture progress against outstanding issues.  Draft, review and edit reports on behalf of the Executive Team.  Conduct research, analysis and summarise key findings and manage projects as required.  Provide administrative support to the Company Secretary role within the Executive Team.  Organise internal and external meetings, conferences and other events, ensuring the venue, equipment and refreshments are in place, including booking travel and accommodation where appropriate.  Assist to organise stakeholder events and undertake other duties when required, in conjunction with the Communications Officer.  Manage and maintain the team's information on the intranet ensuring all information is up to date and old information removed.  Raise and process purchase orders and invoices on behalf of the Executive Team.  Provide minute taking cover for Board and Committee meetings for the Governance Team Leader, in times of absence.  Maintain confidentiality with regards to all information ensuring that access to sensitive information is strictly controlled.  Undertake other duties and responsibilities as may reasonably be required from time to time by the Executive Team or Board.  Take personal responsibility for the health and safety of myself and others by working within V2C’s Health and Safety policy and procedures at all times.  The ability to communicate in Welsh would be advantageous.

What do I need to be successful? I will…  Demonstrate a high level of computer literacy and typing skills, including using Microsoft Office to an advanced level.  Evidence significant experience in a PA or senior secretarial position.  Evidence excellent organisational and time management skills; showing ability to manage constantly changing priorities and work effectively under pressure and within tight timetables.  Evidence experience of taking minutes at meetings.  Evidence ability to work on my own, and as part of a team, showing how I use my initiative to solve problems and provide solutions.  Demonstrate confidence, positivity and enthusiasm.  Evidence communication and interpersonal skills, and how I use these skills to effectively manage relationships across all levels of an organisation.  Bring the ability to show resolution and tact in handling conflict and determination to find a resolution.  Demonstrate the ability to seek ways to continuously improve and learn.  Be adaptable and able to respond to a changing environment.  Be prepared to occasionally to work outside normal working hours.  Demonstrate excellent spelling and grammar skills.

How will I evidence my success? I will…  Get feedback from my customers, peers and my manager about my effectiveness in delivering my services, as well as how I deliver them.  Show I am committed to the aims and values of V2C.  Demonstrate my active participation in V2C company life.  Successfully meet my agreed KPIs and objectives.

No job profile can cover every issue which may arise within the post at various times, and the jobholder is expected to carry out other duties as required due to the needs of the business. The contents of this document will be the subject of review and agreement on an annual basis by the post holder and line manager.