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Executive Assistant

  • Location

    Ipswich

  • Sector:

    Office & Commercial

  • Job type:

    Permanent

  • Salary:

    11.21 Per Hour

  • Contact:

    Ipswich

  • Contact email:

    michelle.quinlan@swanstaff.co.uk

  • Contact phone:

    01473 558443

  • Job ref:

    IPS/MQ/EA/110

  • Consultant:

    Ipswich

Are you looking for a new office role? Do you have PA experience? Take a look at this huge opportunity we have with our prestigious client in the Ipswich area!

Job Title: Executive Assistant
Location: Ipswich
Salary: £11.21ph
Hours: 37 hours per week

We are currently seeking an Executive Assistant to provide highly focused, confidential and effective PA support at a senior level to Directors and Assistant Directors of a local government run organisation. Reporting to the Chief Executive and PA Team Leader the role is full time (37 hours per week) and based in Ipswich working as part of a PA Team collectively providing support and assistance to the wider management team.


Responsibilities of an Executive Assistant:

  • To be proactive in supporting Directors to succeed in the full remit of their role
  • Dealing with complex enquiries.
  • Dealing sensitively and appropriately with correspondence and information of a sensitive or confidential nature
  • Maintain realistic, efficient and manageable electronic diaries.
  • Opening, analysing and prioritising all incoming correspondence.
  • Arrange member briefing sessions and events, organising venues and associated requirements.
  • Arrange and attend meetings to discuss agenda planning, compile and circulate agendas.
  • Attend meetings to ensure smooth running of the event and distribute presentations, notes following the meeting.
  • Work effectively with colleagues to provide support and assistance where necessary, to cover holiday/sickness absence and to work together to ensure cover within the office is maintained.
  • Organise and attend a range of different meetings to take minutes.
  • Prepare PowerPoint presentations; excel spreadsheets and all other documentation requested.
  • Receive visitors in person and be the first point of contact on the telephone, filtering calls, taking messages and passing on information as appropriate.
  • Project work as required.
  • Act as a link with a wide range of internal and external contacts e.g. MP's, Government departments, and other local authorities, outside bodies, national organisations and members of the public.
  • Deal with news media in the absence of the Director following the appropriate procedures and liaising with the Communications team.
  • Maintain a professional attitude towards other Officers, Councillors, customers and external organisations at all times.
  • Day to day management of specific processes and procedures including administrative, financial, IT and HR.
  • Delegate tasks to senior officers on behalf of the Senior Leadership Team.
  • Work collaboratively with colleagues on corporate and cross boundary initiatives.

Skill Requirements of an Executive Assistant:

  • Sound problem solving skills - both proposing potential solutions and helping others to reach solutions.
  • Excellent planning skills
  • Proven ability to work on own initiative to plan, prioritise and manage conflicting deadlines and priorities with minimal supervision in a pressurised environment.
  • Ability to understand, recognise, monitor and escalate risks at corporate, programme or project level.
  • Proven experience of providing administrative support at a senior level.
  • Experience in supporting complex projects involving a number of partners, internal and external.
  • Proven ability to be flexible in approach, to work with a wide range of roles and types of people at any level of seniority.
  • Experience of managing competing deadlines from more than one Director with the ability to effectively prioritise in light of known services challenges and priorities.
  • A confident communicator who can convey both simple and complex information with a wide range of audiences, both internally and externally.
  • Delegation skills to prioritise and manage workloads effectively.
  • Confidential and Professional manner.

If you're interested in this role please apply online now or alternatively please send your updated CV to michelle.quinlan@swanstaff.co.uk and call the Ipswich branch on 01473 558443 for more information!

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Swanstaff Recruitment is an equal employment company.