Executive Support Assistant

Job overview

The primary responsibilities of this role are to provide administrative support to the Executive Office Team and support the efficient day to day running of the Executive Offices at HQ.

The Executive Support Assistant:

• Is responsible as the first point of contact for visitors. Undertakes daily office tasks. Maintains office equipment.

This post is fixed term/secondment for 6 months. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.

Main duties of the job

The duties and responsibilities will cover:-

• Main contact for the booking of the meeting rooms at Trust HQ. Responsible for the maintenance of rooms and for all hospitality arrangements for meetings. First point of contact for issues relating to the maintenance of the building and office equipment. Regularly planning and arrangement of travel and accommodation. Arranging regular, large Trust-wide events and meetings. This requires the deployment of high level, complex planning, and organisational skills. Provide support with frequent, complex Trust-wide tasks including, but not limited to e.g. Childcare Subsidy application process. Sort and distribute all incoming mail for the Executive Offices and open incoming mail where appropriate. Provide support to the Executive Team in the preparation and collation of Committee & Board papers, including uploading to the Electronic Board Papers Software. Provide Administrative Support as necessary to the Executive Office team in the absence of their Executive Assistants i.e. regularly updating the Executive On-Call Rota, staff cover and supporting diary management. Undertaking of informal minutes, including collating, and distributing meeting papers.

Detailed job description and main responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac.