Executive Assistant to Director

Job Description

Executive Assistant 

Haringey

3 Month Contract 

09:00 till 17:00 monday to friday 

1. To provide an efficient and effective PA service to the Director including arranging meetings and appointments, maintaining their diary, retaining information and dealing with the collation and distribution of correspondence
2. To ensure that the Director receives all relevant background papers and is well briefed for all meetings, including maintaining a brought-forward file.
3. To ensure that responses given within timescale are of a high quality and to progress- chase deadlines for the Corporate Director or Director and others to whom s/he may delegate. This will include responses to Members’ Enquiries, complaints and Freedom of Information Enquiries.
4. To log and allocate complaints, Members’ Enquiries and Freedom of Information requests.
5. To respond to the Corporate Director or Directors’ direct reports, elected Members, schools and other callers in a timely and proactive manner
6. To provide a research, analysis and information gathering function for Corporate Director or Directors, ensuring that the Corporate Director or Directors’ attention is drawn to potentially high priority issues and that key matters are dealt with in a timely manner.
7. To co-ordinate projects or initiatives delegated by the Corporate Director or Directors. This will include servicing advisory, consultative meetings and other groups chaired by the Corporate Director or Directors. This will involve organising meetings, preparing agendas, collating papers, taking minutes and other tasks as required by the Corporate Director or Directors.
8. To work with the Director’s Support Team in the overall support of the Directorate Management Team. This will include giving specific support to the Corporate Director or Directors and to give general, and on occasions, specific support to other senior managers as required. In particular the postholder is required to give direct help to the Director in the absence of the designated Executive Assistant, or on other occasions when required. The postholder is required to co-operate with arrangements for cover during office hours, 8.30am to 5.30pm on a rota basis.
9. To represent the Corporate Director or Directors to public callers, schools, his/her staff and Members, acting as the first point of contact for all matters within the
10. responsibilities of the Corporate Director or Directors. To meet and greet all personal callers, ensuring those without appointments are screened and dealt with appropriately.
11. To support the smooth running of the office in reviewing existing information and filing systems, both manual and electronic, ensuring that such systems are updated and maintained as appropriate, and to be able to develop the use of Microsoft products to make full use of its potential. This may include the setting up of spreadsheets, databases etc.
12. To undertake any other duties at the request of Corporate Director or Directors, which are not listed in the job description but fall within the scope of the post and are commensurate with the grade of the post.

MUST HAVE:

• High standard of literacy and numeracy
• Minimum two years’ experience working in a public sector organisation
• Experience of effective team working and developing excellent working relations with teams, individuals and organisations to achieve positive outcomes.
• Ability to be diplomatic, flexible and politically sensitive.
• Ability to communicate clearly and effectively at all levels with staff, Councillors, clients and external agencies – oral, written and electronic – including producing complex reports.
• Excellent interpersonal and negotiation skills and the ability to successfully influence a variety of audiences
• An effective problem-solver with an organised and imaginative approach to work.
• Ability to work effectively under pressure, to prioritise own work and achieve targets.
• Good time management skills and prioritisation skills and work to tight deadlines
• Ability to work across organisational boundaries and to co-ordinate and direct cross-cutting, multi-agency work
• Advanced IT skills and the ability to use Microsoft Word, Excel and databases.
• Ability to identify methods for improving value for money in services.

Recruitment is done in line with safe recruitment practices. 4Recruitment Services is an equal opportunities employer.
  
To discuss this vacancy in further detail or any other vacancies, please contact our Team on 02085149152 or email  hallew@4recruitmentservices.com