Executive Assistant - Kingston upon Hull, United Kingdom - HULL COLLEGE GROUP

HULL COLLEGE GROUP
HULL COLLEGE GROUP
Verified Company
Kingston upon Hull, United Kingdom

1 week ago

Tom O´Connor

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Tom O´Connor

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Description

Executive Assistant

Hull

Salary:
£30,438 FTE per annum**
37 hours per week, 52 weeks per year


As our
Executive Assistant,
you
will manage the Executive office, which includes 5 members of the executive team and the Director of Governance.


You will manage business-related tasks for the team such as creating reports, organising travel and accommodation, taking minutes, liaising with external agencies and ensuring the Executive team have sufficiently organised work lives to be able to fulfil their roles to a high standard.

To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be extremely fast at solving problems, have excellent customer service skills and have experience as an executive or administration assistant in the past.

The roles may also offer practical support for FOI / GDPR requests, governance and the complaints procedure.

The post holder will be based at the Queen's Gardens campus in Hull.


Hull College provides high-quality education & training for school leavers & adults, offering a wide range of vocational study programmes, Apprenticeships & degrees.


As one of the largest vocational institutes of its kind in the region, we have one focus - to create careers, not courses.

We pride ourselves on this approach & are committed to ensuring our learners acquire the relevant skills, knowledge, attitudes & experience to progress in life, whether that is to seek employment in the industry of their choice or step up to higher education & university.


While dedicated to delivering the very best experiences to our learners, we also extend the same commitment to our staff.

We have worked hard to create an environment where all of our staff, no matter what their role, are empowered to inspire & support our vision to create better futures for the people of Hull.


Responsibilities of our Executive Assistant**:


  • Be responsible for servicing senior management team meetings, to include minutes, action point follow up and coordination and liaising with the CEO/EMT in a timely manner.
  • Organise travel and meetings.
  • Meticulous diary management and scheduling for the senior team.
  • Filing and retrieving corporate records, documents, and reports.
  • Researching and conducting data to prepare documents for review and presentation by boards of governors, committees, and executives.
  • Greeting visitors / correspondents and deciding if they should be able to meet with executives.
  • Ability to operate as a virtual / remote Executive assistant if required.
  • Coordinate sensitive issues upon request of the Chief Executive/EMT
  • Assist the senior team as appropriate to prepare and edit communications, mails, letters, presentations and other documents.
  • Maintain a strong working relationship with other relevant departments, including IT, Marketing, MIS and Finance
  • Play an active role to support, plan and coordinate various projects within the Executive team.
  • Act as trusted Executive Assistant to the senior management team.
  • Play an active role to support, plan and coordinate various projects within the Executive team.
  • Manage the production timelines of the Executive Management Team to ensure that materials are prepared and can be delivered on time, including liaising with relevant external services.
  • To support when necessary, the minuting and coordination of Governor meetings.
  • Liaise with the Governance Manager to ensure all minutes, reports and information is timely and responsive.
  • Coordinate external inspections
  • Contribute to the achievement of the EMT targets through the production of highquality information.
  • Liaising and responding with external agencies on a regular basis, where appropriate to ensure deadlines are met and information is produced and shared to the highest quality.
  • Contribute to the development of innovative new ways of working for the senior team.
  • To reflect the Group's values in working practices with internal and external clients.
  • Supporting governance functions
  • Responding to FOI requests
  • Assisting with complaints, GDPR functions
  • Any other duties as required by the EMT.

What we're looking for in our Executive Assistant:

  • English and Maths to GCSE level or equivalent
  • Proven experience as an executive assistant or other relevant administrative support experience
  • Able to demonstrate experience in the production of a highquality professional standard of work
  • Experience of successful project management
  • Proven experience and knowledge of working in a highly confidential environment
  • Excellent verbal and written communication skills
  • Excellend customer service on behalf of the senior team
  • Excellent planning, organisation and prioritising skills and the ability to meet deadlines
  • Ability to work on own initiative and as part of a larger team
  • Excellent IT skills
  • High accuracy and attention to detail
  • Ability to work flexibly
  • Remain calm under pressure
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