Executive Assistant - London, United Kingdom - Transport for London

Transport for London

Verified Company

London, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

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Description

Executive Assistant

042840

Organisation

London Transport Museum

Job

Administration

Position Type

Full Time

Job title:
Executive Assistant

London Transport Museum

(LTM)

Salary:
£30,750 - £37,400 PA & free travel on TfL services plus benefits

Location:
Albany House (St James Park) / Hybrid

Contract Type:
LTM - Band - Permanent

About London Transport Museum (LTM)
Based in Covent Garden, we are the world's leading museum of urban transport and an award-winning day out. But that's just part of our story. We are passionate. We are curious. We are adventurous.

As a heritage and education charity, we reach every primary school in the capital to fire the imaginations of tomorrow's engineers, designers, scientists, and arts enthusiasts.

With business partners and industry decision-makers, we tackle the topics that matter to London, from smart cities to green innovation.

We want to close skills gaps, redress gender imbalances and create opportunities for under-represented and disadvantaged communities.

We want to ignite curiosity to shape the future.

Overview of project/role

To provide strategic business support and executive office management services, primarily to the Director and Chief Operating Officer (COO) but also to the Senior Leadership Team (SLT), Chair and members of the Museum Board of Trustees. The job holder will need to make informed judgments about what needs doing, when and who to consult with, saving the Director and COO time.
The job holder will work with the Executive and Governance Manager but with delegated authority on certain projects and activities; such as fact finding, undertaking research, chasing progress, project manage key activities, planning and coordination with no or little input from the Director and COO.

Key Accountabilities

Responsible for managing the London Transport Museum executive office, ensuring the diaries of the Director and COO are effectively managed, planning and organising meetings, conferences, staff events, travels and accommodation.
Support the Director and COO by undertaking research on issues within or affecting the Museum, providing reports and presenting on key findings and recommendations having regard to business priorities and needs.
Accountable for the management of Directorled cross departmental meetings, workshops, events and conferences; with agenda preparation, report writing, minute taking, coordination of paper submissions and dissemination, speaker requirements, follow up on actions, venue and catering booking and audio visual requirements.
Support and deputise as necessary for the Executive and Governance Manager, acting up into the role during periods of absence including the line management of LTM Support team, managing the day to day governance and associated secretariat support of the Director's office and Charity Board of Trustees.
Assist with budget administration, SAP approvals purchase order and invoice raising, and overseeing problem escalations with procurement for the Director and COO.
Key interface with the Mail Room, Security, Facilities, Operations and Resourcing departments, maintaining stock levels and ordering all stationery and kitchen stock and managing the movement of goods between the three museum sites.
Maintain strong working relationships with senior managers and stakeholders in order to negotiate and influence as appropriate to ensure the office of the Director and COO is supported effectively to deliver business priorities.

Skills, Knowledge & Experience

Knowledge

Knowledge of office procedures, specifically managing a busy, high level office
Business acumen and knowledge of public sector and museum environments to anticipate future needs
Good working knowledge of Word to and advanced level (essential). Good working knowledge of Excel, PowerPoint and Outlook software (essential)
Good working knowledge of SAP (desirable)

Skills

Ability to confidently negotiate, influence and delegate
Effective communicator for self and on behalf of Director, and COO with an adaptable style to suit different audiences.
Clear, concise, clean written skills with appropriate punctuation and grammar
A self starter and proactive worker, confident in using own initiative
Flexible, adaptable and organised, and able to prioritise workloads
Tact, confidentiality, discretion and diplomacy skills are essential as the job holder will have access to sensitive and confidential information
Excellent attention to detail, with proof reading and report writing skills
Friendly and confident manner, staying calm under pressure, trustworthy and reliable

Experience

Experience of working in a high profile role supporting executives at a senior level including managing complex diaries and workloads, anticipating needs and working proactively and independently.
Demonstrable experience of organising meetings and taking accur