Executive Assistant - London, United Kingdom - The Crown Estate

The Crown Estate

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Advert close date:
Tuesday 12th March 2024

Purpose of role:

In this role, the Executive Assistant delivers, to the Managing Director of the Regional business professional, task orientated and highly proficient 1:1 support as well as line managing a team of Team Co-ordinators and/or Team PAs.

Through a deep understanding of the GLT member's strategic objectives and priorities, the EA will:

Take 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.

Main accountabilities:

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 and filing in agreement with GLT member.
Coordinate, proactively engage and support projects and governance forums 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 solutionfocused 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 Business Support Community.
Promote and ensure knowledge sharing, consistency in approach and joined up thinking to team actions/events.
Line management of team of Team Coordinators and/or Team PAs. Working closely with the EA for London to build and maintain a cohesive London and Regional Business Support team
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 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 independently and oversee selfdirected projects, often under pressure to meet deadlines.
Commitment to gain a deep understanding of GLT area and the interdependencies between t