Your new company
A local Ipswich organisation is searching for an Executive Assistant to support their Leadership Team on a temporary basis for a period of circa 12 weeks.
Your new role
As the EA to 3 Directors, you will take responsibility for the organisation and delivery of work to support the leadership and management of the business. This will include but is not limited to:
- Acting as first contact for the Directors dealing with a wide range of issues arising in connection to services, partnerships and projects.
- Managing the Directors' diaries and correspondence through liaison with internal and external contacts. To make travel arrangements, provide the Directors with all information required for each day, to receive and assist visitors, and collate and safeguard confidential information. To prepare all paperwork / presentations in relation to external meetings / attendance at events. To support internal and external meetings.
- To develop and maintain good working relationships with internal stakeholders, officers and external organisations.
- Manage any corporate issues that arise and act on information following consultation with the Directors and / or Chief Executive and Councillors as appropriate. Liaise with the Press Office to ensure a joined-up approach to media issues.
- To co-ordinate key projects across the organisation including arranging and servicing meetings, agenda planning, sharepoint, monitoring and chasing progress against project plans, making links between activities and carrying out research to support project goals.
- To support the Leadership Team in handling confidential staff related matters including staff appraisals, grievances, disciplinary investigations, recruitment, drafting of reports.
- To be responsible for the ordering of supplies as well as assisting the Directors in managing and monitoring budgets.
- To develop and maintain an effective paper and electronic filing system.
- To be responsible for all meeting arrangements including invitations, agendas, external speakers, liaison with facilities management/venues, taking and circulating notes / minutes as necessary.
- To support the Leadership Team with the preparation and submission of reports.
- To prepare papers and presentations for internal and external meetings as required.
- To work as a team with the Chief Executive and Leader's Personal Assistant to ensure a consistent standard of support in all circumstances.
- To make efficient and effective use of IT systems such as Sharepoint and ModGov
- To provide administrative and diary support to members of the Corporate Management Team when required
- Attend meetings and functions as required
What you'll need to succeed
- Previous experience as an EA or in an office administration role is key
- Proven experience working in a confidential environment/dealing with confidential material
- Excellent attention to detail, e.g. record keeping, data inputting
- Strong project co-ordination skills
- Experience with budget monitoring and organising large meetings/seminars would be beneficial
- Working knowledge of MS Office suite including Word, Excel, PowerPoint and Outlook
- Ability to communicate well, both verbally and in writing to people of all levels, internally and externally
What you'll get in return
Temporary assignment for period of circa 12 weeks
Hybrid home working - 3 days in the office, 2 from home
Monday - Friday, 37 hours per week
Competitive Hourly Rate
Office based in Ipswich, Suffolk
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.
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