Executive Secretary/PA

Overall responsibility for the management of the Deputy Directors diaries, including arranging all internal/external meetings, including room and equipment booking, issuing calendar invites, agendas and papers.
To commission briefings and information from the relevant teams, ensuring papers are received in time to allow for the Deputy Director's comments or amendments.
Building and maintaining good relationships.
To ensure that the diary is updated immediately as meetings are arranged, changed or cancelled, ensuring that all details are accurate; to keep the Deputy Directors and all interested parties advised of any changes in a timely fashion.
Use own judgement to manage conflicting diary engagements and find ways of resolving them; to process all meeting invitations, planning ahead to ensure effective use of the Deputy Directors time.
To arrange and co-ordinate all necessary details of all Deputy Directors visits, including all travel and hotel bookings, and to ensure that the Deputy Director's are fully briefed and to attend meetings to take minutes/notes as required by the Deputy Directors.
Collate information requests for the Director, Deputy Directors or their teams on an ad-hoc basis.
To work collaboratively with the HR Director's PA, providing support as required.

Essential skills/expertise:
Excellent organisational and time management skills;
Good spoken and written communication skills;
A collaborative approach and the ability to build networks and alliances;
Strong stakeholder management skills, with ability to work confidently with senior officials;
Track record of delivering at pace and under pressure.

Desirable skills/expertise:
Previous experience of managing a diary for a senior official.