Executive Assistant

Warwickshire County Council; Warwick; Hybrid; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Pension scheme

Agile working

Generous annual leave

Bank holidays

Vivup benefits and discounts

Job summary

Warwickshire County Council is seeking an Executive Assistant to support the Director of Infrastructure, Planning & Environment. You will anticipate needs, manage emails and diaries, prepare agendas, and coordinate meetings to ensure the Director’s day runs smoothly.

This role requires strong administrative experience, excellent communication, and the ability to work with senior officers and Councillors. Hybrid working is supported, with regular office presence in Warwick.

Qualifications

• Proven track record of secretarial or administrative experience.
• Excellent written and verbal communication.
• Ability to manage multiple tasks in a fast-paced environment.
• Proactive and diplomatic with stakeholders.

Responsibilities

• Manage Director's emails and calendar with proactive scheduling.
• Gatekeep for the Director, directing and triaging requests.
• Produce high-quality documents, presentations and briefing notes.
• Process financial tasks including forecasting and invoicing.
• Provide proactive support to senior leaders within the service.

Skills

Diary management

Email management

Microsoft 365

Professional communication

Education

NVQ Level 3 in Administration or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

We have an exciting opportunity for an Executive Assistant (EA) to support the Director of Infrastructure, Planning & Environment. As EA to the Director, you'll be working in a fast‑paced environment, anticipating the Director's needs and exercising initiative in this crucial role to ensure the smooth operation of the Director's working day. You will also play a pivotal role in supporting the wider service area and senior leaders within the Communities Directorate to achieve business excellence through comprehensive and high-quality support. The role will involve building effective relationships with internal colleagues and Councillors and a range of external stakeholders, to provide proactive and efficient support to the Director. You will act as the first point of contact for requests and enquiries into the Director's office, and respond on their behalf exercising sound judgement, professionalism, tact and diplomacy. There is a lot happening in the Council's Infrastructure, Planning & Environment Service that you could become part of. The service is innovative and designed to deliver the Council's agenda in supporting the long-term future of Warwickshire as a place, ensuring the county is the best place to live and work - now and in the future. What we are looking for The postholder will provide high quality support to the Director including:

• Email and diary management, taking independent and proactive action, coordinating meetings and events, preparing agendas, forward planning, taking minutes and progress tracking actions.
• Acting as the gatekeeper for the Director, being the first point of contact for requests and enquiries, coordinating and directing correspondence, and responding on the Director's behalf where appropriate.
• Production of high quality documents, presentations, correspondence and briefing notes.
• Processing financial accounting tasks including forecasting and invoicing.
• Provision of proactive support to members of the Director's Senior Leadership Team. Hybrid working is part of our ethos. We are flexible in the way we work; however, this role will require a regular presence at our office base in Warwick.
• A proven track record of secretarial and or administrative experience.
• Practical and procedural knowledge of office administration (NVQ Level 3 in Administration or equivalent qualification).
• Proficiency in using IT systems including Microsoft 365, Word, Excel and PowerPoint, and the ability to use a keyboard with a high level of precision and speed.
• Effective communication skills, both written and verbal, and the ability to interact with individuals at all levels, alongside an aptitude to build and maintain effective working relationships.
• A flexible and adaptable approach, with the ability to work independently and as part of a team.
• A high level of attention to detail and proactivity, and a can‑do approach to solving problems, alongside the ability to work under pressure in a fast-paced and changing environment.
• Experience of working with senior officers.
• Access to your own transport would be beneficial in this role.
• The Fluency Duty is outlined in the Code of Practice on the English language requirements for public sector workers. The Fluency Duty for this role is Required. You must be able to speak and provide advice in accurate spoken English to the public.

Working for Warwickshire - This is the difference you make

Warwickshire County Council is a place where everyone feels valued, included, safe, supported, and welcome. Our people are at the heart of this vision, could you be one of them! At Warwickshire County Council we are committed to ensuring Warwickshire's economy is vibrant and supported by the right jobs, training, skills and infrastructure. Our people vision for Warwickshire County Council is a great place to work where diverse and talented people are enabled to be their best.

Your future matters to us, we provide a generous pension scheme which includes an employer contribution rate of typically around 19 percent per month, to help support your financial security during retirement. The scheme also offers a valuable package of benefits for members and their dependants. To find out more please visit: Warwickshire Pension Fund homepage - Warwickshire Pension Fund. The benefits we offer include agile working, a valuable part of the pay and reward package for employees working in local government, generous annual leave entitlement, plus bank holidays and an additional day at Christmas, and access to Vivup benefits and discounts platform.