Executive Assistant G10 - Milton Keynes, United Kingdom - Motor Insurers' Bureau

Motor Insurers' Bureau
Motor Insurers' Bureau
Verified Company
Milton Keynes, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description
Job Role

MIB is a not-for-profit organisation at the heart of the fight against uninsured driving.

This is a problem that seriously affects the lives of those involved in road accidents and costs millions of pounds every year.

We work in partnership with the Police, Insurers and Government to tackle uninsured driving.

We're looking for an Executive Assistant to competently and professionally support the Executive Committee (ExCo) to contribute to the achievement of business goals.

The purpose of this role is to drive achievement of deadlines and goals, positively represent MIB to customers, provide flexible support to ExCo across MIB sites in Milton Keynes and London as well as providing efficient and effective admin support to ensure the smooth running of a seamless EA service.

Key Outputs

  • Inbox management
  • Drafting responses on behalf of ExCo via dictation
  • Proactively picking up requests for meetings
  • Diary management
  • Ensuring diaries are planned appropriately
  • Booking desks across sites to ensure available working space
  • Confirming meeting arrangements (including venues/teleconferencing information) Effective and proactive Committee support
  • Management of timelines for Boards/Committees (including driving the agenda setting process, collation of papers, scheduling review time, distributing papers)
  • Ensuring ExCo has appropriate preparatory time to draft/review papers, and is made aware of deadlines
  • Minute taking, as required
  • Event/Conference support
  • Event logistics arranging venue/invites & attending to facilitate
  • Managing logistics around conference attendance/ presentations, including sourcing required information from business owners
  • Facilitating and attending team meetings/planning days
  • GDPR
  • Ensuring information stored for ExCo is audited and deleted/stored according to data protection parameters (both electronically and in offsite hard copy storage)
  • Administration
  • Booking international & UK travel/accommodation
  • Managing subscriptions
  • Drafting monthly expense submissions
  • Involvement with ad hoc projects
  • Continuous Improvement
  • Review and challenge working processes to contribute to the improvement of support provided to ExCo team and the wider business
  • Sharing best practice with peers
  • Updating the centralised team process manual to ensure knowledge is kept up to date
  • Arranging, leading and minuting weekly meetings with ExCo members
  • Ensuring monthly 1:1s are diarised
  • Owning review of performance
  • Mindful at all times of where further value can be added
  • Understanding of leadership challenges and approaches within a complex organisation
  • To have and display excellent, professional, working relationships at all levels
  • To be clearly recognised as someone who displays a positive attitude to the Bureau, its management and the Business rules to which they adhere
  • Contributing to the achievement of ExCo team goals through administrative support
Relationships

Qualifications and Education

Skills and Knowledge

  • Previous experience working at Director/Executive level in an EA/PA capacity
  • Previous experience of minuting at Board level
  • Proven Board/Committee timeline management proactively developing agendas and collating papers (experience of Diligent Board books is advantageous)
- "Can do" attitude, willingness to develop new skills in accordance with business requirements and can make sound judgements

  • Excellent written communication to review draft documents as well as strong interpersonal and influencing skills
  • Ability to efficiently and effectively prioritise tasks with a strong attention to detail
  • Selfreliant, motivated and able to work on own initiative, whilst meeting varied and time specific deadlines
  • The ability to deal with sensitive information appropriately and show tact and discretion at all times
  • An ability to operate in a matrix environment and deliver at pace
  • High level of computer literacy, including a comprehensive understanding of Microsoft Outlook, Word, Excel, Access and PowerPoint
  • Salary circa £38,500 depending on experience
  • 35 hours per week
  • IT kit supplied to you
- £320 (before tax) start up allowance

  • Hybrid working from our office in Milton Keynes, MK14
  • Other Benefits include:
  • Contributory Group Stakeholder Personal pension scheme
  • Life Assurance
  • Employee Incentive Scheme
  • 23 days holiday (plus public holidays)
  • Holiday purchase scheme
  • Sports and Social Club
  • Employee Assistance Programme
  • Interviews scheduled for week commencing 10 April
    Benefits:
Contract TypePermanent Applications Close Date04 Apr 2023
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