Executive Assistant

Job location
London
Job type
Permanent - Full-Time
Salary
up to £50k
Reference
20009
Job description

Direct Reports: N/A

Role Purpose: A senior level, proactive support role providing executive level assistance to Group Executive Committee (GEC) members ensuring they can work productively and effectively, maintaining a professional image and level of service. The role requires commercial acumen and understanding in order to support with business projects, managing stakeholders and delivering excellent service.

Responsibilities / Objectives

Diary, Travel & Environment

Coordinate all aspects of the GEC member's working day, ensuring they are fully prepared for all engagements. Provide proactive diary management, coordinating, forward planning and scheduling all activities. This includes appointments, travel arrangements, video conferencing, personal appointments, refreshments, stationery supplies etc. Ensure the working environment is set up so that they can be fully prepared and productive.

Meetings & Events

Co-ordinate and manage arrangements for meetings and events so that they are productive and effective; provide reminders for and chase meeting actions and assist with scheduling agenda items according to their priority. Take and produce meeting minutes and take follow-up actions.

Inbox Management & Decision Support

Provide inbox management and ensure workflow is managed in an efficient and timely manner, adhering to deadlines. Filter and prioritise incoming and outgoing information and requests for approval/ action/decisions, take holding actions/make decisions and respond to emails where empowered to do so, minimising their unnecessary involvement. Progress and communicate decisions and prevent unnecessary escalation.

Correspondence & Documentation

Produce, compose, format and file correspondence, documentation, presentations and reports so that Directors' time is used productively and a professional image is maintained.

Administration

Collate, input, process and distribute information and operate processes relevant to the function in order to support the maintenance of a professional service.

Process expenses.

Assemble, manage and maintain appropriate statistical information used to support the department.

Special Projects

Support business projects and apply commercial understanding to assist in project and stakeholder management.

Undertake, plan and deliver assignments/pieces of work when required so that they meet agreed deadlines/standards.

Communication & Relationships

Screen telephone calls, messages, emails and visitors. Facilitate the flow and distribution of information and communication so that they can work productively and good communication and relationships are maintained. Work across business functions to enable collaboration and promote sharing of best practice.

Be available outside of working hours if required.

PA Team Collaboration

Work collaboratively with EAs and Team Assistants. Provide assistance, training and cover where required.

Key Measures of Success

· No wasted time and effort of GEC members caused by problems with arrangements or information flow

· Information is accurate

· Activities meet deadlines

· Brand and professional image upheld

· Documentation etc produced to high quality

· People/ resources/ information co-ordinated effectively

· Positive feedback from team, Directors and appropriate customers and third parties

Hammerson wide measures

· Effective use of controls

· Compliance with Corporate Sustainability objectives and guidelines

· Compliance with relevant Health & Safety guidelines

Person Specification: Knowledge & Experience

Education/Qualifications: Good level of education

Knowledge & Experience:

· Essential

o Excellent written and spoken English

o Demonstrable success of working as a PA or EA supporting Directors in a professional environment

o Demonstrable business acumen

o Experience of contributing to business projects

o Track record of successfully making complex travel arrangements, prioritising activities

o Advanced Microsoft Office skills

· Desirable

o Experience of working in property related professional environment.

Date Posted: 19/06/2022

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