The PA, Executive Support will play a vital role in facilitating collaboration and efficiency across the Executive Director's team of 5 Executive Directors. The PA will be part of the team supporting the Head of Executive Support and the Executive Assistant in being a central point of contact for engagement, communication and administration across the Directorates. The PA will contribute to and support the smooth running of operations and processes and will have a key role in supporting a culture of collaboration, compliance and high-quality customer service across all teams.
The role is essentially office based but there will be occasional opportunities to work from home.
Key Responsibilities
- Provide a comprehensive business support service to the Directors including work planning, calendar management, external and internal communications, general administration, meeting co-ordination, minutes and actions
- Managing diaries and to-do lists and organising appointments ensuring time is spent effectively. Acting as a first point of contact, handling telephone calls, enquiries and requests where appropriate and ensuring that customer request are responded to professionally and promptly
- Be part of the team ensuring that Directors are fully prepared for all meetings including organising pre-meetings, providing insights, preparing briefing notes. The role includes administration of some key internal committees, including collating papers, taking minutes and pro-actively monitoring the progress of actions
- Build relationships within the Directorate and across the wider business, acting as an ‘ear to the ground' for emerging issues within teams and pro-actively considering solutions
- Provide administrative support to the Directors (and when needed their direct reports) supporting managers to complete the appropriate paperwork and processes for starters and leavers and recruitment
- General administration including processing expenses, invoices, completing time sheets and credit card statements and creation of purchase orders, correctly coded for the directorates
- Booking travel / accommodation where necessary
- Recognising and respecting the high level of confidentiality that is associated with many of the meetings / communication
- The occasional cover of reception and of the Executive Assistant
Requirements
We believe every employee at Octavia has a part to play in delivering of our vision and strategy. We are looking for individuals who will encompass our values and support one another in achieving their potential. For this position, we have listed the requirements we believe are essential for this role:
Knowledge & Skills
- Understanding and knowledge of the housing sector and regulations (preferred but not essential)
- First-class interpersonal skills and a commitment to supporting a diverse working environment
- Highly organised, efficient and with an eye for detail, and strong ability to manage own workload
- Open-minded, can-do attitude with ability to make decisions and work with little supervision
- Excellent IT skills, in particular Microsoft Office and ability to handle new software with ease
- Willingness to learn and develop and share ideas to improve the service
- Knowledge of existing and upcoming time management and task workflow techniques, with a willingness to keep up to date with industry developments
Experience
- Proven experience of providing an effective and efficient support service at Director level
- Proven experience of providing a full business support service to a wide range of functions
- Experience of supporting team cohesion, whole-team planning and supporting continual improvement
Benefits
The salary for this role is £30,700 per annum with up to 10% pension contribution.
We also offer a fantastic additional benefits:
- Flexible-working
- Life Assurance
- Employee Wellbeing App/ Mental Health Support
- Online GP Service
- Cycle to work
- Opportunities for self-development with over 60 courses available to self-enrol
- Opportunities to volunteer in our Charity Retail Stores or on our Befriending Programme
Together, we continue to build an inclusive culture that encourages, supports and celebrates the diverse voices of our employees. Everyone is welcome.
Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.