Executive Assistant – Role Overview
An Executive Assistant is required to work for a leading defence company at their Frimley site, this role is working directly with one Senior Executive to provide full Confidential/Executive Assistant support, and may be required to provide specific administrative support to the Executive's team. The jobholder will possess strong communication skills including the ability to handle confidential, difficult or sensitive information/situations with diplomacy, discretion and sensitivity.
Key Duties
* Provide efficient, responsive, and confidential Executive Assistant support to a Senior Executive, ensuring that the priorities of the Executive are actioned and achieved.
* Organise and summarise papers and reports, conducting additional research where necessary, to ensure that the Executive is in possession of all relevant background information needed.
* Manage all incoming communications (mail, telephone calls and messages); draft responses; redirect where appropriate; obtain additional information as necessary.
* Ensure efficient management of the Executive’s diary – schedule appointments, travel itineraries and accommodation requirements, ensuring optimum use of the Executive’s time.
* Utilise detailed business and organisational awareness to ensure effective engagement with senior executives and external contacts on behalf of the Executive.
* Manage and process the Executive’s expenses/invoices, including budget management where directed by the Executive.
* Support and/or deliver additional delegated responsibilities on behalf of the Executive (e.g. Data lead, SHE, BCM, etc.).
* Perform ad‑hoc project work as directed by the Executive.
Safety
The role holder is responsible for taking reasonable care of their own health and safety and ensuring high standards for safety, health and environment (SHE) in our organisation are maintained. This includes co‑operating and following all reasonable instruction, information and training; reporting work‑related hazards or incidents and using all equipment for the purpose intended.
Knowledge, Skills and Qualifications
* Previous experience of providing Confidential/Executive Assistant support to an Executive, or significant experience of providing an administrative service.
* Experience of building and maintaining effective and professional relationships with senior Executives, and internal and external stakeholders at all levels within an organisation.
* Have a thorough understanding of how to deal with confidential information/issues, and how to record/store this confidential information appropriately.
* Have good understanding of the Company, its structure and relevant procedures.
* Have good knowledge of the key senior stakeholders for the executive are, including having a good awareness/understanding of the Management/Leadership team.
Skills
* Developed and strong administrative skills, including preparation of documentation for review at Business Management Committee/Functional Council meetings, to the required format and standards.
* Excellent IT skills – advanced knowledge of MS Office (PowerPoint, Outlook, Word, Excel), able to touch‑type.
* Experience of using digital communication mediums.
* Good working knowledge of relevant company IT systems.
* Strong problem‑solving skills: identify problems through basic analysis and recommend underlying issues/causes, and make judgements based on practice and previous experience.
* Demonstrable SMART (Specific, Measurable, Achievable, Realistic and Timed) time‑management skills.
* Effective communication skills, with the ability to communicate with tact and diplomacy with all levels of internal and external stakeholders.
* Able to effectively articulate information in a logical and concise way that is appropriate to the intended audience.
* Capable of managing confidential and sensitive information (business and personal) and act with tact, total discretion and sensitivity at all times.
Qualifications
* Experience of providing Confidential/Executive Assistant support to a Senior Executive, or significant experience of providing an administrative service.
* Good standard of general education.
This role is full time, 37 hours a week covering maternity leave and you will be required to work in the office 3/4 days per week.
Core Competencies
* Executive Support
* Diary Management
* Efficiently managing schedules
* Appointments
* Travel Coordination
* Communication Handling
* Document Preparation
* Meeting Coordination
* Confidentiality
* Administrative Support
* Decision Support
* Corporate Governance
* Board Policies
* Stakeholder Liaison
* Minutes and Records
* Strategic Initiatives
* Regulatory Compliance
* Problem Solving
* Organizational Skills priorities
* Professionalism
* Initiative
* Adaptability
* Board Reporting
* Board Governance
* Technology Proficiency
* Team Collaboration
* Leadership Support
* Concur
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