Executive Assistant

Salary: Circa £26,000 per annum DOE
Working Hours: 37.5 hours per week
Contract: Temp-to-Perm
Location: Bicester

About the Job:
Person employed in this post will be the first point of contact with any issues related to the Board members and Central office facilities. You will be supporting all of the Executive Directors with their daily tasks and deal with any operational duties they may have.

Personal Assistant responsibilities:

Acting as a first point of contact: dealing with correspondence and phone calls.
Managing diaries and organising meetings and appointments, often controlling access to the executives.
Maintaining up to date corporate stakeholder contact emailing/telephone lists.
Reminding the executives of important tasks and deadlines.
Planning the annual cycle of corporate meetings and publishing details,
Circulating agendas and business packs for corporate meetings
Taking minutes at Board meetings and other corporate management meetings and producing briefings and actions for circulation.
Carrying out background research and presenting findings
Typing, compiling, and preparing reports, briefing papers, presentations, and correspondence.
Miscellaneous tasks to support Executives, e.g., completing some corporate governance reporting (to ensure that the business is being run properly and complying with legislation and regulations).
Support Executive Directors and Senior Managers in their day-to-day operational duties, to allow them to focus on their strategic function.
Manage the stationery stock levels and equipment ordering for central office.
Assist with organising regular and one-off events e.g., annual general meetings, induction, and interviews.
Liaising with stakeholders, suppliers, and other staff
Lead on ad hoc projects as and when required.Facilities management (Central Office) responsibilities:

Managing contracts with providers to deliver central office services e.g., security, parking, cleaning, catering, rubbish and recycling collections and managing contractual performance and compliance of required standards.
Ensuring that all basic facilities, such as water and heating are well maintained, and all necessary agreements with the suppliers are in place.
Managing delegated budgets, ensuring cost effectiveness and value for money.
Managing and allocating space within the central office premises.
Ensuring facilities and central office premises meet statutory regulations and environmental, health, safety and security and Care Quality Commission standards.
Implementing energy efficiency and cost effectiveness procedures.
Overseeing routine central office premises maintenance.
Arranging and managing contracts for services such as printing, photocopiers, supplies, stationery.
Managing the central office business continuity plan and co-ordinating major incident planning and handling.
Acting as the central office health and safety representative
Recording and participating in the investigation of Health and Safety reported incidents, accidents and complaints relating to the central office premises.
Ensuring health and safety and fire equipment is installed and checked regularly.
Identifying potential hazards and implementing safety procedures to avoid reoccurrence.
Undertaking risk assessments and central office inspections, including fire alarm and evacuation drills.
Determining ways of reducing risks.
Ensuring Electrical Safety Tests are conducted within legally required timescales.
Writing health and safety procedures and ensuring implementation at central office.The post-holder will:

Apply policies, standards, and guidance
Discuss with other members of the team how the policies, standards and guidelines will affect own work
Participate in audit where appropriateRequired Experience:

Minimum of five GCSEs (A to C) or the equivalent.
NVQ Level 3 in Business Administration or experience of working as an administrative assistant to a senior manager.
Previous experience in similar role.
Experience with running diary, arranging meetings and business writing.
Good knowledge of managing office facilities and health and safety procedures
Very good knowledge of MS office tools for business use Proficiency in Microsoft Office.
Good Communication Skills, Both Verbal and Written; professional telephone manner
Exceptional Organisation Skills: Ability to work under pressure and prioritise effectively
Excellent and Accurate Data Entry Skills; Keen attention to detail
Multitasking and great planning skills
Excellent Time management and customer scare skills
Research skills
Administration and Technical skills
Attention to details and accuracy in reporting
Positive Attitude.
Reliable and Dependable
"Can do" attitude and flexible approach
Discretion, confidentiality, and trustworthiness
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