Executive Assistant – Pensions

ROLE PURPOSE

To provide a wide range of administrative support to

• the Board of Trustees of the Pension Fund

• Pension Director

• Trustee Pensions Manager

• Corporate Pension Manager

• Other Pensions Centre team members as required.

ROLE DETAIL

• Arrange an annual programme of Trustee Board meetings, sub-committee meetings and adviser meetings in accordance with Trustee’s Annual Plan

• Assist the Trustee Pensions Manager in the production of agendas, minutes, on-line board meeting packs using Diligent Boards, other meeting papers as required

• Organise and produce other (confidential) papers and reports

• Arrange for legal documents to be signed

• Maintain accurate and secure paper based/electronic filing systems, including archiving

• Maintain full confidentiality of sensitive and confidential business issues

• Screen incoming mail, telephone calls, emails and messages and manage responses directly on behalf of the team, as required

• Book travel and accommodation using corporate suppliers, adhering to company travel and

expenses policy

• Prepare and track personal expenses and other ancillary expenditure

• Work with Facilities Management to ensure office is safe, well organised and tidy and any FM/HSES issues are followed up with relevant internal/external suppliers

SKILLS & EXPERIENCE

• Skilled user of Microsoft Outlook, Teams, PowerPoint, Word and intermediate user of Excel

• Has previous experience of working for senior executives

• Highly organised and able to work on own initiative with limited supervision

• Discreet and confidential and able to handle issues with great sensitivity

• Ability to engage and build effective relationships

• Strong communication and influencing skills

• Demonstrable ability to prioritise and manage conflicting priorities during busy periods

• Able to demonstrate a logical, proactive approach

• Possesses a high degree of attention to detail

• Proven ability to work well under pressure and to tight timescales

• Knowledge of pensions terminology desirable but not essential