Executive Assistant job in Wolverhampton, West Midlands

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Job Title: Executive Assistant
Job Type: Temporary
Location: Wolverhampton, West Midlands
Salary: £11.88/hour
Company: CV-Library
Category: Public Sector
Benefits:

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Job Description: Main Duties and Accountabilities:
The postholder should have an understanding and overview of the work of the Strategic Executive Board, including managing all incoming mail, telephone calls, messages and co-ordinating meetings. This will enable the postholder to fully support the Strategic Executive Board and to prioritise and manage their own workload in an informed and effective manner.
1. To always provide a professional image to SEB, Councillors, partner organisations and visitors, in-line with excellent customer service standards.
2. To provide outstanding executive support to all members of SEB and the wider senior management team when required, working in a matrix style as appropriate.
3. Manages and delivers the composing and preparation of correspondence as necessary on behalf of members of SEB, including highly confidential and sensitive items.
4. Leads on behalf of the relevant SEB members on the organisation of complex and detailed travel plans (ensuring appropriate value for money), itineraries and agenda setting. Including provision of relevant and appropriate documentation for finance, in-line with Council policy.
5. To proactively ensure members of SEB are fully prepared and sufficiently briefed for events and meetings.
6. Acting as a central point of contact and 'gatekeeper' for all aspects of SEB members schedule of work, including flexible diary management to meet changing needs, agreeing suitable dates and times. Proactively identifying alternative arrangements to make room for key priorities, recognising priorities and what can / cannot be moved in line with SEB's expectations and workload on a daily/weekly/ monthly basis and across the year.
7. Proactive monitoring of SEB members inbox, ensuring that routine inquiries are dealt with in consultation with the relevant officers within the directorate ensuring that SEB is fully sighted on what is important and needs their attention on a timely manner.
8. Maintaining the Master Forward Plan and its interface with the key governance / decision-making platforms to avoid inconsistencies in terms of briefs, timetables, clearance protocols to ensure that the reputation of the Council in responding to corporate commissions is increased significantly.
9. Utilise Modern.Gov and Issue Manager to deliver all required activities on behalf of SEB.
10. Providing effective support to members of SEB by identifying issues and ensuring they receive quality and timely briefings about the decisions/ reports/ issues.
11. Identifying and actioning any governance issues to resolution, escalating where appropriate to do so.
12. Ensure that all enquiries, requests for information and complaints/compliments (MP, Councillor etc.) are recorded and administered in accordance with business standards and regulatory standards on behalf of SEB.
13. Ensuring that the meeting papers are always ready for the SEB member in advance of meetings and taking ownership of any key decision points are highlighted for their attention prior to the meeting.
14. Handling incoming requests with highest level of speed, accuracy, presentation and confidentiality.
15. Proactively engaging in multi-tasking, to manage priorities and deliver to deadlines in order to meet specific commitments.
16. To work autonomously in the absence of the member of SEB.
17. Use own initiative to plan time effectively and prioritise all incoming work daily, as well forward planning for weekly, monthly, quarterly and annual activities.
18. Work on own initiative to respond quickly, appropriately and communicating clearly in relation to urgent/important and unpredictable issues ensuring a high-quality support service.
19. Maintain effective communication networks at all levels across the organisation and externally to facilitate the effective links to better support the SEB member.
20. Proactively Identify, draft and type all routine and ad hoc correspondence and reports, on behalf of the SEB member - prior to review.
21. Identify and create action plans (via Action Portal) and follow-up outstanding issues which emerge from the SEB member and the wider senior management.
22. Work on own initiative to prepare background information, collate information into reports, produce statistics. Create and manage databases required to support SEB.
23. Manage the meeting process in align with agreed business standards by preparing agendas, take, produce and circulate accurate actions/decisions of meetings - full minutes as identified.
24. Take ownership for maintaining an awareness of current issues within the Council. Ensuring that key personnel receive this information as appropriate and in a timely manner.
25. Develop and review all administrative systems for key meetings, in the light of good office practice to ensure they remain responsive and efficient.
26. Deal with employees, managers and external organisations in a professional and courteous manner therefore maintaining effective communication on behalf of SEB.
27. Create and design visual aids/presentations on behalf of the SEB member, in the format requested.
28. Exchange confidential, sensitive or contentious information both internally and externally with senior managers/officers/clients. Use persuasive skills where agreement and co-operation are required, e.g. sensitive staffing issues.
29. Utilise Agresso to carry out any necessary activity including; manage orders/requisitions and maintain budgets as appropriate. This includes taking ownership of closing open purchase orders in line with the financial rules.
30. Ensure appropriate Executive Assistant cover for the SEB member, to cover your planned periods of absence.
31. Other appropriate duties requested by the Executive Officer, Executive Support Manager and SEB

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