Executive Assistant - London, United Kingdom - Pay

Pay

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Executive Assistant, Permanent, London

Key Accountabilities:

Providing administrative support to assigned Executive Management including management of diaries, correspondence and expenses, confidently making decisions or delegating on behalf of the Executive and proactively reducing administrative load.
Responsible for the planning and coordination of the schedule of meetings for the Directorate including scheduling, forward planners, agenda management, coordinating timely submission of papers, assembling briefing documents and keeping accurate minutes.
Oversees regular reporting responsibilities on behalf of the Directorate (e.g. regulatory, CEO, Board, Gold Command, internal and stakeholders) developing and managing reporting schedules to ensure timely submissions.
Coordinates internal and external communications, as appropriate, on behalf of the Directorate including maintenance of Intranet pages.
Supports the review and proofreading and QA of documents including reports and presentations for internal and external meetings, committees, ExCo and Board to ensure internal standards are met in terms of house templates and house styles.
Proactively manages the action log for Directorate meetings, liaising and meeting with action holders at all levels to ensure agreed actions are completed to timescale and quality.
Supports the management of Directorate invoices, cost centre and budgets, working with Finance Business Partners to ensure value for money and costs are on track and within budget.
Coordination of onboarding and induction for Executive direct reports liaising with People, IT and Security to ensure a positive experience for new colleagues as they join Directorates and Pay.

UK.

Supports the management of risk and compliance tracking activities for the Directorate including tracking of compliance monitoring and training.
Builds and manages internal and external stakeholder relationships on behalf of the Executive and teams at all levels up to and including Board as necessary.
Attend or lead meetings on behalf of the Executive or team representing the function or department.
Manages internal and external events (away days, team days, customer events) from end to end, including venue booking, catering, invitations and supplier liaison.
Undertakes appropriate ad hoc projects and initiatives as requested to support continuous improvement and business efficiencies across the Directorate and Pay.

UK.

Provides cover for Executive Assistants within the team to ensure Executive Management support is constant and consistent.

Other obligations:

Ensure compliance with all Pay.

UK policies and procedures and complete required compliance training in a timely manner.

Comply with Pay.

UK's Data Protection Policy and all associated procedures and processes and communicate any data protection risks to the Data Protection team without delay.

Promote diversity and inclusion across Pay.

UK to build a workforce that reflects the users we serve and provides equal opportunity for all colleagues.

Skills, Qualifications & Experience

Previous experience in an administrative, executive assistant role.
Stakeholder management experience of operating at a senior level and liaising with Executives, Directors/ Board.
Strong systems and IT skills to enable use of technology to drive efficiencies. Microsoft office essential. Microsoft Teams an advantage.
Previous experience in a financial services or regulated environment (CNI, FMI) an advantage.
Project management skills, qualification or experience an advantage.
Exceptional organisational and planning skills with a high level of proactivity and the ability to manage multiple and competing priorities whilst maintaining quality of work.
Highly developed and agile communication skills and the ability to build effective relationships and influence and secure commitment at all levels.
Selfdirected and committed with the ability to work with little direction, demonstrating the initiative and ownership to deliver tasks and projects to completion.
Excellent problem solver with the ability to successfully navigate varying levels of ambiguity and make effective decision calls.
Exceptional time management skills and ability to work with resiliently under pressure and manage tight deadlines or competing priorities.
High degree of integrity and the ability to handle highly sensitive and confidential information and discussions.
Strong orientation to a collaborative team culture and cross functional working.
Accurate minute taking and noting of actions in meetings.

About Us
Pay.

UK maintains and develops the UK retail payment systems and standards that are core to the economy being able to function on a day-to-day basis.

From Bacs to Faster Payments and cheques - we act as the single operator for all UK retail payments. We put the needs of consumers and businesses at the heart of everything we do, working in the public