Executive Assistant Ref: 01-25

Job summary

Description of duties

• To provide support to the Chief Executive or Director through a range of professional activities, including researching information and supporting the preparation of papers, speeches, presentations and reports.
• The role holder will be required to manage the diary of the Chief Executive or Director in a proactive and professional manner requiring understanding of the broad role of the Chief Executive or Director and their responsibilities in general.
• To effectively understand and manage the diary requirements of the Chief Executive or Director. In line with the needs of their Senior Managers and elected Members, to ensure that diary commitments are manageable and appropriate and in all ways to act as the gatekeeper for the Executive Director's time.
• To manage the Chief Executive or Director's email inbox, flagging urgent issues, drafting responses on their behalf and filing as appropriate.
• Preparation for all internal, external stakeholder and committee meetings, preparing and circulating briefings/ information packs ahead of time, arranging travel and booking venues as required. 
• Attending meetings and taking minutes. Circulating action points and / or minutes promptly.
• To work closely with and support Democratic Services on agenda items for committee and take responsibility for ensuring all follow up actions are taken.
• To build strong working relationships with all relevant stakeholders to ensure that the Chief Executive  or Director is kept informed of relevant issues, risks and concerns. The post holder will be required to engage in effective and appropriate communication with all officers and Members of the Council.
• To establish and maintain internal and external contacts on behalf of the Chief Executive or Director, ensuring attendance at all relevant external facing / engagement events on behalf of the Council.
• To liaise with the other Executive Assistant and Senior Managers to ensure good office cover, flow of information and consistency of process and procedure.
• To manage all correspondence into corporate services, including FOI's, complaints and Data Protection requests.
• To deal with any other ad hoc requests by the Chief Executive or Director and wider Senior Management Team as required.
• To be willing to flex working patterns, location and approaches to meet the changing priorities and demands.
• Due to the nature of the role, the post holder will have to be able to work efficiently and effectively amidst constant interruption.
• Ensure compliance to all policies, procedures, standard operating practices, with recommendations for action and continuous improvement.

This job description is not exhaustive.

The job description outlines the current position and will be subject to review in the light of development within the service, in consultation with the post holder as detailed in your Contract of Employment.