Experienced Executive Assistant required to coordinate and manage the Chairman’s schedule and oversee the day-to-day organisation of the office as well as support with personal / family matters. The principal is well-known and sits in the House of Lords – as such, although the office enviroment isn’t overly formal itself, candidates should be conscious of protocol and hierachy when liaising with high profile figures from government, industry etc.
Hours: Full time
Location: Westminster office
Salary: Dependent upon experience
Start Date: ASAP
Interviewing: ASAP
Responsibilities include, but not limited to:
- Ensuring the efficient and effective organisation and provision of the Chairman’s diary (business and personal), the sorting, filtering of and replying to invitations and requests for meetings.
- Liaising with the Chairman’s other connected offices.
- Co-ordinating the Chairman’s diary with other key staff members’ diaries and with family commitments. This will include ensuring all necessary paperwork for each specific appointment per day is printed and collated ready for the Chairman.
- Arranging meetings, telephone and conference calls.
- Making all travel arrangements for the Chairman, organising visas, flights and accommodation as necessary.
- Carrying out any ad-hoc assistant work for the Chairman, for example proof-reading articles and taking meeting notes.
- Carrying out building management duties such as ensuring regular testing of fire alarm system etc, liaising with building maintenance contractors and ensuing annual building certifications and testing is undertaken. Dealing with minor day to day maintenance matters.
Office Co-ordination (in collaboration with the Personal Assistant):
- Opening and sorting post.
- Greeting guests, organising refreshments when required.
- Overseeing the telephone system, fire alarm system, door entry system.
- Liaising with IT support.
- Overseeing catering matters.
House of Lords and Committee on Climate Change (CCC):
- Liaising with representative of both the House of Lords and CCC
- Prepare the Chairman’s expense claims and keeping his Registers of Interests up to date.
- Arranging tours of Parliament and room bookings.
Undertake personal/confidential work as requested by the Chairman and his wife
Candidates must be / have:
- Executive-level diary management skills & proven Executive Assistant experience.
- Switched-on, intelligent, and highly organised.
- Experienced, and capable of producing a high standard of work in a high-pressure environment.
- Strong client liaison skills - able to build good relations both internally and externally including with contractors.
- Possess impeccable standards, maintaining excellent attention to detail despite the volume and pace of work being high.
- Resilient - handling last minute changes to a very demanding schedule with ease.
- Able to recognise and prioritise tasks effectively.
- Excellent telephone manner.
- Discreet and professional, capable of dealing with senior-level executives and their offices.
- Forward-thinking, able to use initiative.
- Show good judgement and able to plan ahead.
- Independent worker, who is willing to help the wider office team where necessary.
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IMPORTANT
We receive a considerable amount of applications for every position and there is tough competition in the employment market. In order to process your application as efficiently as possible, please note the following instructions when responding:
- Detail your relevant experience in a cover letter and include this on an up to date CV
- Quote your required salary
- Let us know your availability for interview and when you could start
- If you can forward references to us, these can only strengthen your application
The more information you can give us, the more we can demonstrate to the client that you are exactly what they are looking for and send your CV on quickly.
Please note that these instructions apply to ALL candidates and applications that do not meet these criteria may not be considered.
Send your information to: marina@sorted-pa.com
It is SORTED’s policy, as a matter of courtesy, to respond to all applications within five working days. However, because of the volume of applications, we are sometimes unable to respond to individual candidates. If we have not contacted you within five working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future.