Executive Personal Assistant (with Local Authority experience)
Job Type : Temporary, Full Time
Salary : £16 – £28/hour
Care First Recruitment Ltd are currently recruiting for an experienced, skilled and resourceful ‘Executive Personal Assistant’, to work for a London Local Authority (we have a few positions available for various L/As).
Aim & Job Purpose:
To provide an efficient and confidential Executive Support service to senior Executive/s, ensuring they can operate efficiently and effectively, and helping them maximise their time.
‘Executive Personal Assistant’ role outline:
* Manage a complex and demanding diary ensuring appointments are effectively organised and managed, including effective planning and prioritising of the Executive’s time and availability
* To efficiently manage the Executive's inbox and respond, manage and prioritise emails as necessary on the Chief Executive’s behalf
* Ensure the line manager receives appropriate briefings in advance of internal and external meetings
* Maintain an in-depth overview of issues as they arise, and either deal with these personally or bring matters to the attention of the line manager. To have a good working knowledge of services and to be able to direct enquiries to the most appropriate person
* To work with the Executive/s to support the systems in place to manage forward plans for reports to Council meetings and events
* To liaise on behalf of the Executive/s with elected councillors, members of Parliament, and Chief Officers both within and outside of the Council, doing so in a professional and politically sensitive manner
* Support events and meetings. This includes co-ordinating – liaising with external providers as necessary, and providing minute taking if necessary, to ensure that actions are monitored and followed up, by liaising with stakeholders
* Make suitable meeting preparation, room bookings, verifying attendance, providing hospitality, setting up presentations and producing summaries for meetings
* To manage and deal with incoming and outgoing correspondence including Freedom of Information Requests and Subject Access Requests within agreed deadlines
* To act as ‘gatekeeper’, exercising judgement about whether matters require personal attention and the degree of urgency involved, and re-routing where appropriate. This includes tactfully handling all cold-calls, exercising consistently high standards of confidentiality, tact and diplomacy
* To be responsible for the secure use of the Executive’s department purchase card, associated spend and reconciliation of payments. Create and manage expense reports accurately and in a timely manner
* To administer the processing and approving invoices within the agreed deadlines
Requirements, skills and knowledge:
* Previous experience working as an Executive Personal Assistant (at least 5+ years) and/or working as an Exec Personal Assistant for a Local Authority in the past 2 years
* Excellent communication skills, both verbal and written, with the ability to communicate complex information in a clear and accessible manner
* Good organisational skills, with the ability to prioritize tasks, manage workload efficiently, and meet deadlines. To be flexible and open to change
* Advanced administration skills. Competent, computer literate and knowledgeable of main Microsoft suite and software packages
* Ability to take Minutes, distribute them in a timely manner and follow-up actions
* To be thorough and pay attention to detail, effective with time management
* The ability to work well with others, as well as working on your own, displaying initiative. Applying discretion and confidentiality with managers and stakeholders alike
* Sensitivity and understanding. Ability to work with different personalities and characters
About you:
The successful ‘Executive Personal Assistant’ will have:
* At least 5 years 2-3 years' experience in a similar role, ideally a seasoned Exec PA. Previous experience working as an Executive Personal Assistant (at least 5+ years) and/or working as an Exec Personal Assistant for a Local Authority in the past 2 years
* organized, consistent; able to multi – task and fulfil team as well as individual targets
* Committed, focused and flexible, open to ideas.
* Willingness and ability to use and develop further new skills, and undergo training
* Ability to build and maintain good working relationships. Ability to communicate sensitively and effectively. Good listening skills
* Excellent organisational skills. Able to use own initiative
* Ability to stay calm under pressure
Please note that some Local Authorities and the nature of each individual post may require the candidate to hold an Enhanced DBS, and to be uploaded in the Update Service system. If you do not already possess an Enhanced DBS then you can still apply for this position as holding a DBS may not be necessary for some clients, but having one may allow you to access more opportunities. If you want you can obtain one through our agency at the time of registration or at a later period.
The ‘Executive Personal Assistant’ role is typically office based, with an average of 36-hour working week. Depending on the client or Local Authority hybrid work may be available, it all depends on the needs of the department, etc. and, if agreed, a hybrid schedule usually applies after all inductions have been completed at the office for a month-long period. To work from home the candidate is expected to have unlimited broadband, and access to a laptop or computer (but depending on the L/A or client they may provide laptops where required).
This advert covers main role requirements, and depending on the client and seniority of the role there may be additional tasks.
Job Types: Part-time, Temporary, Contract
More Information
- Address London
