Executive Assistant to Director of Marketing and Commercial

Executive Assistant to Director of Marketing and Commercial Enterprise

Unique opportunity for an Executive Assistant to support a high level executive at one of the world’s most prestigious scientific organisations and botanic gardens. This world famous institution has been at the centre of global discovery, collection, identification, naming and ordering of a wide range of species over the last few hundred years.

A leading visitor attraction and a UNESCO World Heritage Site, it is a beautiful place to work and employs committed staff who are working to achieve their mission.

The Marketing & Commercial Enterprise team leads the development of audience strategy to drive visitor numbers and communicate their brand to the public through digital, marketing and PR activities.

Executive Assistant duties:

Reporting to the Director of Marketing & Commercial Enterprise, this position has overall responsibility for the management and administration of the Director’s office. This includes providing direct support to the Director in all matters relating to the running of the Marketing & Commercial Enterprise directorate, both internally and externally, and driving management and delivery of projects as required.

The post holder must provide effective administrative support to the Director of Marketing & Commercial Enterprise and act as an ambassador for the Director and MCE at all times, upholding the values of the company.

The post holder needs to be highly organised and proactive, able to work in a structured way to prioritise tasks, work independently and go the extra mile to facilitate the needs of the Director.

They will thrive on working at pace, to a varied set of tasks, and will need occasionally to work outside of regular office hours. The role will suit a motivated, highly organised team player who is calm under pressure and operates with high levels of discretion.

·Strategic complex diary management.

·Set-up one-off and recurring meetings along with room bookings as directed.

·Co-ordinate and arrange travel, prepare itineraries ensuring a high degree of accuracy, sensitivity and awareness of the Director’s priorities and demands.

·Provide a warm, professional welcome to visitors/stakeholders and to colleagues meeting with the Director, including organising catering and providing refreshments as required.

Meeting Administration

• Provide secretarial support to a range of committee meetings (and other meetings as required), including diarising them, coordinating attendance, booking rooms, arranging room set-ups, arranging refreshments as required.

·This post requires the job holder to attend meetings alongside the Director on a regular basis and to produce high quality minutes of meetings for circulation on a weekly, monthly and quarterly basis – will train if not experienced.

·Print, compile and prepare material for reading in advance of all meetings.

Events

·Organise visits from external guests providing complete logistical support and planning for the day including on occasion the necessity to stay after hours to ensure a visit runs smoothly.

·Work with the team in the organisation and co-ordination of directorate events as required, e.g. the bi-monthly all-staff meeting, staff summer party.

Financial and Governance

·Complete expense claims and credit card administration, liaising with the Finance team as necessary.

·Occasional finance and purchasing administration, such as raising Purchase Orders.

·Compile reports for quarterly operational review meetings, Trustee Board and sub committee meetings.

Essential Skills and Experience

•Previous experience in a PA /EA role

•Able to communicate confidently and effectively with internal and external stakeholders at all levels, both verbally and in writing

•Able to work with a high degree of autonomy and independence

•Proactive, able to organise and prioritise workload

•Able to manage a varied workload and meet deadlines

•Be flexible and able to undertake additional or alternative tasks and duties as the needs of the business dictate

•Strong IT literacy

•Good customer services skills

•Be able to maintain the highest degree of confidentiality and discretion

•Ability to quickly respond to changing requirements

•Strong Microsoft Office skills (Word, PowerPoint)

•Minute taking skills – BUT WILL TRAIN

•Calm under pressure