Executive Support Officer

Colbern Limited; London; Hybrid; GBP 35,000 - 45,000; Full time

Job summary

A recruitment consultancy is seeking an experienced Executive Support Assistant in London. The role involves providing executive support to senior Directors, managing calendars, and coordinating departmental tasks. The ideal candidate must be confident in communicating with senior stakeholders and proficient in Microsoft Office. This position offers a hybrid work model requiring 3 days in the office.

Qualifications

• At least 3 years of experience in a similar executive support role.
• Ability to handle urgent priorities in a busy environment.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide executive support to the Executive Director and Directors.
• Manage Directors’ calendars and email inboxes.
• Coordinate tasks and requests on behalf of the Directors.

Skills

Confident communication with senior stakeholders

Microsoft Office expertise

Customer service

Diary management

Job description

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Our client is looking for a highly experienced and confident Executive Support Assistant.

Hybrid – 3 Days in the office but flexibility required on occasion.
MUST BE CONFIDENT AND ABLE TO COMMUNICATE WITH SENIOR STAKEHOLDERS AND HAVE EXPERIENCE WITH MICROSOFT OFFICE AND LOCAL AUTHORITY.

JOB PURPOSE:
Provide executive support to the Executive Director and Directors (DMT) within the Environment and Neighbourhoods (E&N) Directorate.
Manage Directors’ calendars and email inboxes, arrange and attend meetings and take minutes of meetings as well as following up agreed actions on the Director’s behalf.
Help Directors meet their workload and requests, highlight urgent priorities in their in-trays and tasks and ensure they are well prepared for meetings and engagements. Carry out tasks on their behalf.
Coordinate corporate, directorate and departmental tasks and requests on behalf of DMT and the Director and their staff in areas such as business planning, performance management and
information, risk management, resident complaints, responding to Member queries and FOIs

Arrange and provide secretariat support to meetings as required in support of the Executive
Director and DMT ensuring that actions are tracked and followed up.
Prepare and circulate meeting agendas and paperwork as necessary in support of the Executive Director and DMT
Diary management and preparation of associated documentation, prioritising the urgency of
incoming work, queries and requests for Senior Managers attention
Drafting notes, letters, reports, presentations and other documents accurately and in a timely
fashion
Manage telephone calls and emails; resolving queries as appropriate
On behalf of the Directors, highlight urgent issues and emails and message others as necessary
Carry out small scale projects and tasks as requested by the E&N Hub and the Executive Director/ Director
Successfully liaise with colleagues across the E&N Directorate and Council
Customer Service
Ensure that Executive Director, DMT correspondence are answered in accordance with corporate targets and in plain English that reflects RBKC Values.
Work with Heads of Services to manage complaints and FOIs so we meet corporate deadlines and standards
As directed, communicate with residents and businesses, ensuring that the RBKC values are
transmitted through all customer interaction.
Business planning
Ensure Key Decision Reports are added to the forward plan within deadlines and remind officers about deadlines
Help Directors to produce their Service Plans, risk management plans and other key documents which will enable the smooth running of the Director’s department and teams and the wider E&N Directorate
Organise the completion of relevant dashboards and templates within the Director’s
Lead Members
Ensure the effective scheduling and preparation of lead member briefings and all relation
documentation
Ensure that all necessary briefing papers are prepared and circulated in advance of the meeting
Ensure papers are commissioned and requested in advance of the meeting
Liaison with the relevant corporate colleagues before and after meetings
Highlight key issues and concerns raised by Lead Members to the Director / Executive Director
Digital and Technology
Provide Microsoft Office support to the Executive Director / Director and ensure its applications are fully utilised and adopted
To review and oversee the maintenance of electronic information and shared folders including easy access and archiving management information and files
To maximise the use the Council’s office-based and mobile IT services for the input, access and transmission of information using the appropriate level of information security and classification.

The first part of our recruitment process is to send your CV. Should you be short listed Colbern Limited will contact you within 5 days or we may contact you about other job opportunities. Colbern Limited along with our clients
are an equal opportunities employer.