Personal/Executive Assistant - VNA Recruitment : Job Details

Personal/Executive Assistant

Full Time, Temporary

£15.43

Job Purpose:

We are seeking a highly organised and proactive individual to support the Senior Leadership Team as a Personal/Executive Assistant. This pivotal role will involve providing confidential, efficient, and high-quality service to our Executive Directors. The ideal candidate will be able to manage complex, sensitive matters, ensuring that procedures and services are completed in line with agreed quality standards.

As a Personal/Executive Assistant, you will be expected to take initiative in pre-planning tasks, managing calendars, and advising on the most effective course of action for prioritising communications. This role demands exceptional communication skills, as you will engage regularly with both internal and external stakeholders, including those of significant importance.

Key Responsibilities:

• Serve as the primary point of contact, managing all incoming correspondence and telephone calls.
• Proactively manage and coordinate the Executive Directors’ schedules by prioritising and arranging both internal and external meetings. Ensure relevant briefing materials are prepared in advance. Oversee the calendar to allow for adequate breaks, email responses, emergency handling, message relaying, and work delegation.
• Plan and arrange travel and accommodation requirements as necessary.
• Maintain an organised filing system for both digital and physical data, including emails, ensuring easy access and retrieval to meet the needs of the Executive Directors.
• Provide comprehensive personal assistant support, handling all correspondence, phone calls, drafting routine letters, taking meeting minutes, managing messages, and performing various administrative duties as required.
• Manage and coordinate Senior Leadership Team (SLT) meetings and other important meetings or projects, including agenda preparation, ensuring accurate minute-taking, maintaining action logs, and managing follow-ups.
• Oversee all arrangements for meetings involving the Executive Directors, including joint meetings with partner organisations. This includes managing invitations, agendas, liaising with external speakers, coordinating with facilities management, and distributing minutes when necessary.
• Develop a strong understanding of the Executive Director's work to facilitate effective decision-making, prioritisation of contacts, and knowledge of local protocols.
• Stay informed about changes in policies and legislation relevant to the Executive Director’s service area.
• Regularly communicate with external agencies and service providers to share information, build relationships, and ensure seamless service delivery.
• Support and supervise the Director Personal Assistants and/or Business Support Officers on a daily basis.
• Lead performance management for Director Personal Assistants and/or Business Support Officers, setting objectives, managing performance through regular reviews and one-to-ones, and addressing performance issues when required.
• Delegate tasks effectively and ensure work is appropriately distributed across the team.
• Oversee internal systems and processes to ensure efficiency and compliance.
• Offer guidance on handling difficult situations and responses to complex issues.
• Recognise when to escalate problems or concerns to senior management.
• Ensure the VIP Function operates smoothly and in line with established procedures, escalating issues to management as necessary.