Executive Assistant & Project Officer

We Manage Jobs(WMJobs); Lichfield; On-site; GBP 40,000 - 60,000; Full time

Job summary

A local authority in England is looking for an Executive Support and Project Officer. This dynamic role demands excellent organizational skills, the ability to manage multiple priorities, and providing administrative support to senior leadership. Candidates should have proven experience in similar environments and a positive, proactive attitude. The position offers opportunities to contribute significantly to office management and project support, all while maintaining confidentiality and professionalism.

Qualifications

• Proven experience supporting senior management in a fast-paced environment.
• Ability to manage multiple tasks and prioritize effectively.
• Confidentiality and trustworthiness are essential.

Responsibilities

• Provide comprehensive administrative support to the Chief Executive and Leadership Team.
• Organize meetings, take notes, and prepare reports in a timely manner.
• Manage emails and correspondence for the Chief Executive.

Skills

Knowledge of Microsoft systems and Teams

Excellent organizational skills

Strong communication skills

Attention to detail

Proactive attitude

Job description

We’re Lichfield District Council. A local authority in the Heart of England that provides local services to over 100,000 residents. Our District is a beautiful place to live and work, with its historic city centre which has the impressive Lichfield Cathedral and is the birthplace of Samuel Johnson.

Our organisation is ambitious, innovative and highly driven to be the best in all that we do. We want to further this growth potential in all key areas of the business by hiring great people. In return, we can build stronger foundations, provide quality services and help support our company objectives longer term.

JOB PURPOSE

The Executive Support and Project Officer is a hands-on, fast paced role who wears a number of ‘hats’ covering a range of responsibilities, which ensure the smooth running of a busy office, and day to day support for the Chief Executive, Leader and Leadership Team.

This is an exciting opportunity for an experienced PA/Executive who has excellent knowledge of project-based work. If you are a confident, self-starter with experience of proving confidential administrative, research and project support at a senior level, this role could be the one for you!

KEY RESPONSIBILITIES

• Work closely with the Chief Executive and Leader to effectively plan best use of their time and ensure consistent, confidential administrative support.
• Establish and maintain effective systems enable team working and service continuity.
• Research, draft, prepare and edit reports, minutes, notes, presentations, letters, and emails, often to tight deadlines.
• Organise and contribute effectively to meetings including agenda preparation, note taking and preparing documents and presentations.
• Co-ordinate Leadership Team and Wider Leadership Team.
• Prioritise, reply directly, or draft responses to emails, correspondence and complaints addressed to the Chief Executive.
• Preparing and checking expense claims and corporate credit card accounts, including appropriate travel and accommodation arrangements.
• Event management including booking venues, arranging equipment, room set up and refreshments, preparing attendance lists etc.
• The sourcing, collation & co-ordination of information for reports prepared by Leadership Team.
• Procurement services and raise orders in accordance with financial regulations, budgetary provision and contract standing orders.

RESPONSIBILITIES & DUTIES

• Office management including organising, managing emails, diary planning, attending meetings, note taking, transcribing and distribution of final notes.
• Replying directly, answering calls, or drafting responses to correspondence, managing email accounts /correspondence/ responding to emails.
• Carrying out research to support the business needs; collating and analysing and presenting in report format where required.
• Ability to provide project support to specific teams as directed including, undertaking research; organising and supporting project meetings and workshops; maintaining an effective project library.

SKILLS AND EXPERIENCE

• Proven track record in the use of Microsoft systems and Teams.
• Substantial and successful experience of providing support to a senior manager/management team within a fast-paced environment.
• Excellent organisational and time management skills.
• Strong communication skills, both written and verbal.
• A positive and proactive attitude.
• Ability to adapt quickly to changing priorities and work independently and in a team.
• Self-motivated and driven to achieve goals
• Flexible and adaptable working style/approach
• Attention to detail
• Time management – to achieve goals/standards
• Confident and resilient
• Trustworthy and transparent
• Warm and authentic
• Always maintains confidentiality

WHAT NEXT?

To be considered for this exciting new opportunity, please send your CV and Supporting statement to [e-mail]

If you need any support with completing your application, or any part of the recruitment process, please contact [e-mail] so that we can discuss reasonable adjustments.

Please Note:

We value the interest shown in our vacancies and aim to consider every application carefully. However, in the event of exceptionally high levels of response, we reserve the right to close this vacancy early in order to manage application volumes effectively.

Due to the high number of applications that we can typically receive, we are unable to notify applicants who have not been shortlisted. If you have not heard from us within 4 weeks of the closing date, please assume that your application has been unsuccessful on this occasion.

Pre Employment Checks

All offers of employment are conditional offer subject to satisfactory clearances which include:

• Two satisfactory references covering the last 3 years of employment.
• Evidence of your right to work in the United Kingdom; and Disclosure and Barring Service (DBS) check if applicable

We look forward to hearing from you.