Executive Support Assistant

Main Purpose of Job

Supporting the CEO and HoF with all administrative and diary management tasks including pack collation for Board and committee meetings along with minute taking. Responsible for all travel and meeting arrangements as well as being the first point of contact dealing with correspondence and answering calls.

Key Accountabilities

  • Setting reminders for meetings and ensuring relevant information is provided in a timely manner
  • Planning conferences, workshops, seminars and other events
  • Taking notes at meetings, preparing the minutes and subsequently distributing to all participants
  • Liaising with other members of staff and external parties such as clients and press
  • Preparing expense reports and maintaining a filing system.
  • Acting as a first point of contact: dealing with correspondence and phone calls
  • Managing diaries and organising meetings and appointments, controlling access to the executives
  • Booking and arranging travel, transport and accommodation
  • Organising events and conferences
  • Typing, compiling and preparing reports, presentations and correspondence
  • Managing databases and filing systems
  • Implementing and maintaining procedures/administrative systems
  • Liaising with staff, suppliers and clients
  • Miscellaneous tasks to support their manager
  • Ensuring office space is equipped and kept in good condition
  • If and when necessary carrying out other duties to assist the credit union, this may include filling in for other roles on an ad hoc basis including working in branch

Internal & External Relationships

Internal
CEO & HoF
Senior leadership team
Board & Committees
All departments

External
Members
Key relationships and partners
Industry resources

Responsibilities for Resources

Financial
Correct and appropriate use of credit union resources

Physical
Implementation of Clear Desk Policy
Health & Safety
Risk & Compliance
Security
ICT
Personnel

Qualifications, Skills & Experience

Essential
Strong organisation skills
Good communication
Shorthand, powerpoint, excel, word
Adaptability and flexibility
Ability to present professional appearance to external partners/suppliers
Required to maintain confidential information

Preferable
HR Knowledge
Experience of working in a regulated environment
Marketing experience

To apply for this vacancy please contact: recruitment@leedscreditunion.co.uk