Executive Assistant - London, United Kingdom - The Crown Estate

The Crown Estate
The Crown Estate
Verified Company
London, United Kingdom

4 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Description

Join Our Dynamic Operations Team as an Executive Assistant:

Advert Close Date: 31st March 2024

Purpose of Role:


In this role, the Executive Assistant delivers to their GLT member professional, task orientated and highly proficient 1:1 support. Through a deep

understanding of the GLT member's strategic objectives and priorities, the EA will review and evaluate a range of information from multiple sources, often at

Assistant takes full responsibility for managing the flow of information between the GLT member and the Group function leadership teams, working closely and

collaboratively with the [Team PA/Team Coordinator] within the relevant Group Function/SBU to ensure business priorities and deadlines are met. Through

successful stakeholder management, the Executive Assistant interacts at a senior level with the CEO's office, SBU Leaders, Group Partners and TCE Board

members, as well as key external stakeholders and customers. Acts as a sounding board for a wide range of internal stakeholders and colleagues across the

business on behalf of the GLT member.

  • Sole responsibility for managing the GLT member's diary, proactively
preparing for upcoming meetings and deadlines, highlighting

priorities, conflicts or outstanding issues. Ensure material for

meetings is considered and ready for the GLT member ahead of time.

  • Proactive and efficient inbox management in agreement with GLT
member.

  • Coordinate, proactively engage and support projects as advised by
GLT member.

  • Adhering to corporate timetables: take full responsibility for ensuring

corporate timetables are adhered to include:

  • Managing the process of reporting to Board and GLT Committee in line with the Secretariat timetable. This includes proactively monitoring agendas on behalf of the GLT member, advising of any relevant agenda items and setting local team
deadlines to meet the final Secretariat deadline.

  • Act as a conduit with the Secretariat Assistant and work with GLT member's leadership team to ensure papers are delivered on time and in the correct format.
  • Work with the GLT member and their leadership team to coordinate submissions for the Quarterly Business Reporting to GLT Committee.
  • Team management take the lead in ensuring organisation charts, team distribution lists and other broader Group team material is relevant and up to date. Responsible for keeping the Group team aware of relevant changes that affect team processes or procedures.
  • Take responsibility and ownership of optimising systems and developing/expanding team processes to increase efficiency across the Group partner team.
  • Work closely with and nurture strong working relationships with the GLT EA community, to help ensure best use of GLT members' time around the many competing demands. Demonstrate a solution focused approach and be an active/proactive member of this subgroup. Offer flexible and comprehensive cover and adhoc support to the other EAs within this community, as needed.
  • Develop key relationships with senior internal stakeholders and Board members. This extends to the GLT's external contacts and stakeholders, where a good rapport will enable the GLT member to optimise their working relationships with external parties.
These stakeholders will vary depending on the GLT member but may include:


JV partners and interest groups, senior level executives from our customers and leading industry companies, HM Treasury, Government and Council officials.

When dealing with stakeholders for the CEO office and Windsor in particular, there will be an added level

of discretion and protocol required.

  • Develop strong relationships with other assistants across the business by being an active, contributory member of the Assistants Network.
  • Promote and ensure knowledge sharing, consistency in approach and joined up thinking to team actions/events.
  • Line management: the EA may undertake line management responsibilities as part of their role, in agreement with their GLT member. For those without line management responsibilities, the expectation is that they will work closely with the relevant Team
Coordinator/Team PA providing support, guidance and light mentoring as required.

  • The EA member supports the team in building and maintaining constructive and caring working conditions across the team.

Knowledge, experience and skills (essential and desirable):

  • Brings a considered and calm approach to the role, combined with strong influencing and relationship-building skills, with an ability to persuade and negotiate.
  • Excellent organisational skills with an ability to manage and proactively
prioritise workload.

  • Ability to proactively forward plan around many and varied internal
deadlines

  • Fast and accurate working style, with an eye for detail.
  • Tactful, discrete, resilient, diplomatic with excellent anticipatory skills.
  • Highly discrete, maintaining confidentiality at all times.
  • Ability to work independ
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