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Executive Assistant to General Council

As the Executive Assistant, you will provide full professional support to the Group General Counsel/Company Secretary. This role will suit a person who is exceptionally well organised and efficient, with sound judgement, a real attention to detail and with excellent written and verbal communication skills - alongside tenacity and a sense of humour.

Your role will require you to manage a busy and fluid diary and you will be skilled at arranging meetings and scheduling travel to ensure the Director's time and contribution to the Group is maximised. Working in a fast paced environment, you will be at ease with decision making with conflicting priorities, and  flexible and adept at prioritising your own workload to deadlines, without losing your eye for detail and planning ahead.  Experience of event planning for board meetings, dinners and the Annual General Meeting.

Tactful and discreet, you will be used to working with senior leaders at the highest level in an organisation and dealing with highly confidential information. Your IT skills (Outlook, Microsoft Word, PowerPoint, Excel, internet and intranet) will be matched by your ability to work across diverse business areas and build effective working relationships with colleagues and stakeholders at all levels.

Main duties

The post-holder will:
• Manage a busy diary, coordinating internal and external meetings
• Assist the Director to manage his priorities and workflow, providing timely reminders, managing action logs and helping to allocate necessary time to ensure his commitments are met
• Prepare, collate and disseminate high quality meeting materials and documentation including for Executive Committee and the Board
• Arrange all UK and international travel and accommodation for the Director and Non-Executive Directors, collecting travel documentation and preparing comprehensive trip itineraries
• Maintain an efficient workflow between the Director and his team, ensuring that actions are completed by the team and that requests (expenses, annual leave etc.) are reviewed/signed off by the Director (and processed where necessary) in a timely and efficient manner.
• Act as front of house for the Group General Counsel/Company Secretary , providing a friendly but efficient gatekeeping presence, delivering a high standard of service and representing FirstGroup plc in the most positive and professional manner
• Create and format documents, presentations and reports using advanced IT skills.
• Use financial and procurement systems, raising purchase orders and processing invoices for the Director in a timely and efficient manner
• Complete and process monthly expenses for the Director and Non-Executive Directors and monitor the submission of team expenses
• Maintain a comprehensive filing system, paying particular attention to records from standing meetings and compliance requirements (policies, etc.)
• Undertake general office administration duties for the Director, including control of correspondence, room bookings, meeting catering, raising issues with the IT helpdesk etc.

Skills, experience and behaviours

Essential:
Are you a friendly team player, with low ego; able to build positive working relationships and work well with colleagues at all levels of seniority, adapting personal style where required?
Are you extremely organised, systematic and efficient, with outstanding attention to detail and the ability to adeptly multi-task?
Do you have a 'can-do' attitude, being proactive and self-starting, with the ability to think quickly on your feet?
Can you troubleshoot, spot and manage potential issues, and proactively anticipate re- organisation of priorities?
Are you highly professional in your personal, telephone and email manner with a positive disposition; calm, level-headed under pressure?
Do you understand the importance of confidentiality and discretion in all matters relating to the Director, department and wider business?
Do you have advanced level Microsoft Outlook, PowerPoint, Word and Excel skills?
Do you have demonstrable experience of supporting a Director-level post?

Desirable:
Knowledge and experience of working in a large organisation and a plc environment

Special working conditions
To travel and / or support the Director/Non-Executive Directors out of hours as required

 

FirstGroup plc is a leading transport operator in the UK and North America. With revenues of over £5bn per annum, we employ 110,000 people and carry 2.2 billion passengers a year.

The Group General Counsel/Company Secretary reports to the CEO and is a member of the Executive Committee with responsibility for the Group Legal and Company Secretariat functions.

 


 
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Location
The Point London
8th Floor The Point, 37 North Wharf Road, London, England, W2 1AF
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  • Ref:
    011430
  • Company:
    FirstGroup
  • Website Skillset:
    All Other Roles
  • Contract Type:
    Permanent - Full Time
  • Full Time / Part Time:
    Full Time
  • Contracted Hours:
    37.50
  • Location:
    The Point London
  • Closing Date:
    22 October 2019
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