Executive Assistant

Executive Assistant

Eastleigh, Hampshire (On-site) although some flexible working may be considered.

Part time role of 21 hours per week, may consider a 28 hours per week

As part of this role, you will provide high quality, confidential executive assistance, and high-level business administrative support to the CE and as required and directed by the Chief Executive to the senior leadership team, supporting them in achieving the strategic aims and goals of the organisation.

This will include complex diary management, documentation preparation (PowerPoints, meeting agendas, correspondence) and minute taking. Your proven ability to constructively challenge the status quo and seek better ways of working will play a key role in supporting projects and managing the Chief Executive’s office. You will have a well-developed understanding of confidentiality and use of discretion and diplomacy to lead on things as directed by the Chief Executive. To be successful in this role, you will need to have strong knowledge and proficiency in all Microsoft packages and curiosity to learn about new platforms to enable the development of ways of working to improve efficiency and effectiveness. You will be self-motivated and able to work independently and prioritise own workload, taking a pragmatic approach to decision making.

MAIN DUTIES AND RESPONSIBILITIES:

• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of FHT.
• As required sustain a daily calendar of meetings and events for the Chief Executive.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents specified by the CE in support of objectives for the organisation.
• Responsibility for ensuring that the CE is fully briefed on key stakeholder/meetings and has all the necessary papers/briefings in advance of meetings.
• Research and produce ad hoc briefings at the request of the CE.
• Manage and complete ad hoc projects as assigned by the CE.
• To proactively ensure that Senior Management Team (SMT)/Any other direct reports have provided information/updates/progress reports/completed actions in advance of meetings and to agreed deadlines for the review of CE.
• Arrange travel and accommodations for CE. Prepare their expense reports.
• Monitor and act on behalf of CE in reviewing Executive leave/expenses/invoices and approve on behalf of CE once signed off.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Draft and prepare correspondence for internal announcements, board meetings, and organisations that the CE is involved with.
• When required manage the CE’s contacts and outlook inbox.
• Assist in preparing and managing presentations.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours.
• Welcome the CE’s guests by greeting them, in person or on the phone, answering or directing inquiries.
• Use discretion, confidentiality, and good judgment to manage C-Level matters.
• Represent the company and the CE in a positive light through great follow-through skills and sound judgment.
• Conserve the CE’s time by reading, researching, collecting and analysing information as needed, in advance.
• Complete ad hoc projects as assigned.
• Organise complex calendar and schedules, resolving any scheduling issues
• Scheduling, organising and when required cover the minuting for the Trustee Boards and Committees.
• Schedule, agenda and minute SMT and all team meetings and Away Days.
• Managing/Administering for Board/Committee/Executive Team meetings and ensuring papers are received and distributed in advance to agreed timelines.
• Monitor and manage timely responses to Complaints that are escalated to the CE.
• Ensure the Regulator, Political, Government and key CE Stakeholder information is maintained and updated.

Key Technical Skills, Knowledge, Experience and Behaviours:

• Essential that individual has experience of EA support to CE and Boards & SMT support.
• The individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, anticipate on behalf of CE and the ability to maintain a realistic balance among multiple priorities.
• Ability to function well in a high-paced environment; performing additional duties as assigned by CE.
• Excellent communication and time management skills; proven ability to meet deadlines.
• Essential Experience of taking and writing minutes; preparing presentations, reports, complex letter writing.
• Related experience required in working in an Executive Assistant or PA role.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability to communicate effectively and professionally.
• Flexible hours as dictated by the needs of business for projects and meetings.
• Ability to take complex information
• Initiative is key and confidence in being both gatekeeper and enabler.