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Executive Assistant

Job Description

The Executive Assistant post is a pivotal internal and external facing role, providing all necessary support to the Executive Directors. The post holder provides high level, confidential support, on a wide range of matters. The post-holder ensures the interests of the Trust are represented in a professional manner, and is a suitable ambassador at all times.

• Manage an accurate and up-to-date appointments diary, scheduling and planning future engagements, including organising meetings, arranging events, collating appropriate papers and gathering information in advance of specific meetings for Executive Directors.
• Correspondence management, using a proactive approach to identify important and urgent correspondence and following up on actions as indicated. Where appropriate, drafting replies to correspondence on behalf of the Executive Director.
• Organise meetings, both internal and external as required ensuring preparation and circulation of agendas and documents; taking and producing action notes and memos; ensuring these are produced to an accurate and professional standard, notifying meeting members of action points which relate to them.
• Oversee the booking of meeting rooms and the day to day management of these.
• Setting regular 1:1s with appropriate members of the executive team, organising appraisals, recording annual leave, sickness and assisting with any other HR related administrative matters.
• Providing holiday cover for other Executive Assistants and continuing to provide support to the Executive Director.
• Making travel and accommodation arrangements as and when required, using good judgement to ensure costs are within budgetary limits.

• We provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.

• Manage an accurate and up-to-date appointments diary, scheduling and planning future engagements, including organising meetings, arranging events, collating appropriate papers and gathering information in advance of specific meetings for Executive Directors.
• Receive all incoming mail (paper and electronic), analyse, interpret and delegate to appropriate parties and initiate action, acquiring any necessary background information.
• Provide administrative management support to the Executive Directors on operational matters, dealing in an efficient manner with queries and correspondence coming into the office.
• Establish and manage virtual meetings for Executive Directors.
• Deal with incoming correspondence, and draft appropriate responses which will frequently include complex or business sensitive information. Ensure vital issues are highlighted to the Executive Directors, either in person or by email, in a timely manner, with any follow up actions taken, on behalf of or as directed, having awareness to sensitivity and confidentiality of information at all times.
• Take formal minutes of meetings and distribute to attendees and a wide range of external bodies. Monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner.

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