EA

Executive Assistant

£45,000 plus benefits

London

Purpose of EA job

• To optimise the efficient operation of the Chief Executive Office, Chairman and the Executive Committee (EC) by providing a high level and proactive confidential executive support service. This includes minuting the meeting as required when the head of governance is away and planning to schedule Away Days/Off sites.
• To work closely with other Executive Assistants, PAs, Corporate Governance Team, Communications and others where appropriate to ensure that cover and support service for the Executive Committee is maintained.

Principal Responsibilities

• Complex diary Management – Comprehensive diary and meeting schedules for CEO and Chair to make the most effective use of time, ensuring the they are forewarned of approaching deadlines, upcoming events and issues affecting schedules are coordinated with other executive committee members as appropriate.
• Conferences & Travel – Organise meetings for the CEO and Chair including attendance at events and conferences, ensuring appropriate travel arrangements are made, both in the UK and overseas, and accommodation as necessary.
• Document Control - Manage and maintain accurate, efficient and modern filing systems, moving to e-filing where possible. Collate documentation to allow for appropriate meeting preparation and the sharing of information on Board pad as required. Minute meetings as directed ensuring action items are followed up appropriately. Ensure completion of key registers, business plans and ensure compliance with overall governance processes. 
• Telecommunication - Manage telephone enquiries to the CEO office including, but not limited to, Board members, shareholders, employers, fund members, agencies, media, the investment community and political contacts ensuring these are handled with a high level of customer care and are directed as appropriate.
• Inbox Management - Monitor, screen, respond to and distribute incoming communications to the CEO and Chair ensuring appropriate prioritisation of responses and action logs.
• Strategic co-ordination of key tasks for CEO and Executive Committee members, maintaining a strategic focus on key priorities, identify shifting needs, anticipate upcoming issues and find ways to support the CEO and Chair goals.
• Correspondence - Print, collect and manage correspondence both internally and externally referring to the CEO and/or other Executive Committee members as appropriate.  Follow up action items with appropriate timescales.
• Operational Efficiency – Review Executive Office operating practices and design and implement improvements as appropriate and necessary.
• Research and Briefings - draft, coordinate and prepare briefings and conference packs for the CEO and Chair. Conduct research as required and coordinate project-based work. Create PowerPoint presentation slides and/or collate documents for the CEO and the wider team as appropriate.
• As the most senior EA, ensure the CEO’s office is covered always with support from the wider EA team as appropriate.
• Event Management – Manage, support and facilitate hospitality events on behalf of the CEO and Chair in respect of Clients, Board members, Employers, and Managers liaising with Marketing and other colleagues as appropriate.
• Knowledge Sharing – work alongside members of the Executive Office.
• Respond to travel booking requests sent to the group mailbox, Book travel for ensuring compliance to travel policy and most cost/time effective travel is arranged.
• Monitor and approve holiday request ensuring there is Executive Committee coverage, submit expense claims and reconcile CEO Credit Card Oversee annual appraisal process ensuring CEO completes relevant paperwork for own appraisal and team reviews carried out and system updated in line with HR deadlines.

Person Specification

• Professionalism – demonstrate high level of professionalism, due allocation of responsibility and integrity with an appreciation for the importance of discretion about sensitive and confidential information.
• Communication – excellent communication and interpersonal skills, both written and verbal. For example, writing letters, short reports and minutes.
• Administration – excellent planning and organisational skills. Ability to set up and maintain appropriate administrative systems.
• Prioritisation and Decision-Making Skills – the ability to prioritise, evaluate issues and deliver solutions in line with business needs Ability to challenge and chase senior management on behalf of the CEO to maximise effective use of time. Have the confidence to take decisions on behalf of the CEO and other Executive Committee members in their absence.
• Political Awareness – Develop an understanding of the political environment in which we operate in particularly the local and central government contacts and influencers which have a bearing on the organisation and the CEO’s office.
• Confident and efficient multi-tasker who can cope well in a high-pressure environment and within a constantly changing landscape. Able to remain calm and competent under pressure.
• Adaptability – the ability to work flexibly and to proactively demonstrate initiative independently and as part of a team.
• Working within a dynamic, fast-paced environment – ability to be proactive, with excellent attention to detail and ensuring up to date with ongoing developments.
• Confident and efficient multi-tasker who can cope well in a high-pressure environment with a constantly changing landscape. Able to remain calm and competent under pressure.
• Promotes positive behaviour through own actions and attitude.
• Project Management – ability to see projects through to completion ensuring accuracy and attention to detail.
• Ability to challenge and chase senior management.
• An understanding of the breadth of the diversity agenda including embedding good practice and an understanding of Pensions Sector and the public sector’s commitment to combating discrimination and promoting equality of opportunity.

Qualifications & Experience

• Demonstrable experience of supporting senior leaders and influencers in a high pressure, changing environment ideally within Financial Services and/or local government sectors.
• Prior experience of working in a political/government sector is advantageous.
• Educated to Graduate standard or equivalent (e.g. appropriate NVQ or suitable level of experience).
• Must be fully conversant in Advanced Microsoft Office applications including PowerPoint and use of databases, excel, Word, typing / accuracy, and able to learn new systems quickly.
• Evidence of ability to build relationships effectively with internal and external stakeholders and the ability to adapt your approach to meet the needs of the audience
• Evidence of strong interpersonal skills and personal resilience
• Flexibility and commitment - ability to work well under pressure, and to short deadlines and being able to adapt to change easily in a rapidly growing team
• Discretion, calmness and confidence when dealing with sensitive and finely balanced situations

How to Apply

You can apply for this role by submitting a CV and covering letter. Please note that as per the new General Data Protection Regulation(GDPR)you are requested to add the below mentioned clause at the end of your CV before submitting your application.

Clause: I, (Candidate name) provide full consent for LPP to process my personal data for job application and I agree that LPP can retain my data for up to 24 months for talent pipeline purposes.

Please note that as part of the recruitment process, candidates may be invited to complete both ability and psychometric assessments and will receive feedback.

We regret that we will only be able to respond to successful applicants.

Closing date for applications: We invite all applicants to apply as soon as possible and please note that the campaign will close when sufficient applications have been received.

LPP is keen to promote a diverse workforce to maximise our ability to provide quality services to all our customers. All applicants who are known to be disabled and who meet the minimum criteria for the role will progress to the next stage of the recruitment process.