Executive Assistant

Venesky-Brown's client, a public sector organisation in London, is currently looking to recruit an Executive Assistant for a 4 month contract on a rate of £20.30/hour (PAYE). This role will be hybrid based. Responsibilities

• Work closely with the Private Secretary and the Chairman's external PA as an effective private office team.
• Create and maintain strong working relationships with the Chairman's and Chief Executive's key external contacts.
• Acting as the first point of contact for visitors and callers to the private office, presenting a professional, open and outward-facing attitude.
• Understand the Chairman's and Chief Executive's priorities and key issues for organisation and sector, and use this knowledge to filter e-mails, correspondence and requests for meetings, making judgements about urgency and importance and what they need to see.
• Manage several busy shared inboxes on behalf of the office, working closely with the Private Secretary.
• Full diary management for the Chairman and Chief Executive, planning ahead to ensure that effective use is made of the time available by organising and scheduling meetings, tours and visits. Use judgement to ensure that schedules are reasonable and reflect priorities.
• Coordinate and book all business travel and accommodation arrangements as required, whether in the UK or abroad.
• Work with the Private Secretary to create and collate draft reports for the Chairman and Chief Executive, including their regular reports to Commission, and to respond to ad hoc requests for briefing or reports.
• Manage correspondence, including prioritising and tracking actions arising. Log incoming correspondence and commission and track draft responses. Where appropriate, respond to correspondence on behalf of the Chief Executive and Chairman. Ensure all correspondence from the Chief Executive and Chairman is of a high standard.
• Managing all event invitations received, responding to invitations on behalf of the Chairman and Chief Executive, and logging them in the invitations register.
• Work closely with the Private Secretary to coordinate responses to requests from the Department for Digital, Culture, Media and Sport including Parliamentary Questions.
• Process Visa and cash expenses using our online system and manage purchase ordering for the office.
• Provide other ad hoc support as required, e.g. support with internal communications and event planning and organisation. This may include some project work.
• Deputise for the Private Secretary as required. Essential Skills:
• Extensive Executive Assistant experience in a busy office and at a senior level
• Proven experience of managing complex and constantly changing diaries
• Experience of maintaining office and administrative systems and of devising new systems or improving existing systems.
• Excellent organisation and planning skills
• Proven ability to work effectively under pressure, manage conflicting demands and multiple tasks
• Strong IT skills, including advanced knowledge of MS Office – Outlook, Word, Excel, PowerPoint
• High standard of accuracy and attention to detail
• Excellent standard of written and spoken English, including editing and proofreading skills and an ability to communicate articulately and effectively If you would like to hear more about this opportunity please get in touch.