OR102280 – Executive Assistant

Role Purpose

This role provides comprehensive administrative, executive assistant (EA), and secretarial support to the Chief Executive, enabling the delivery of strategic and organisational objectives.

You will be responsible for maintaining the forward plan, coordinating the Chief Executive’s diary, inbox, meetings, and leadership activities, and ensuring all governance processes run efficiently and effectively.

You will support the preparation and coordination of meetings, including drafting agendas, collating reports and papers, taking minutes, and tracking actions through to completion.

The role also requires managing confidential information, producing high-quality written and digital communications, and acting as a key point of contact for internal and external stakeholders.

Strong communication skills, excellent organisation, and the ability to exercise sound judgement are essential to ensure smooth day-to-day operations and effective decision-making support at senior level.

Key Responsibilities

1. Executive & Diary Management

• Manage and maintain the Chief Executive’s diary, inbox, and office functions
• Prioritise and schedule meetings, appointments, and engagements
• Coordinate meeting logistics including invitations and arrangements

2. Meeting Coordination & Governance Support

• Produce and maintain forward plans for meetings and leadership activity
• Draft agendas, prepare papers, and coordinate reports for meetings
• Support board meetings, sub-committees, and project meetings
• Ensure accurate recording and handling of confidential information

3. Minute Taking & Action Tracking

• Attend key meetings and produce accurate, timely minutes
• Record and circulate actions and decisions
• Track progress of actions and ensure completion ahead of deadlines

4. Communication & Stakeholder Management

• Manage high volumes of communication from internal and external stakeholders
• Respond to queries or direct them appropriately using judgement
• Maintain professionalism, tact, and confidentiality at all times
• Build strong working relationships across departments and external partners

5. Reports, Documentation & IT Systems

• Draft reports, correspondence, and presentations on behalf of the Chief Executive
• Research and collate data to support meetings and decision-making
• Use IT systems and tools to produce high-quality documentation
• Maintain accurate and secure digital records in line with data protection requirements

6. Events & Administration

• Organise internal meetings, events, and seminars
• Manage logistics including venues, equipment, and refreshments
• Support evaluation and follow-up actions from events

7. Records & Information Management

• Maintain accurate filing systems and administrative processes
• Handle sensitive data in compliance with GDPR and organisational policies
• Ensure timely retrieval and distribution of information

8. Planning & Prioritisation

• Manage own workload effectively and meet strict deadlines
• Support coordination of team activities where required
• Use initiative to prioritise tasks and resolve issues independently

9. Additional Duties

• Undertake other administrative tasks appropriate to the grade of the role

Key Responsibilities – Wider Expectations

People Management

• Support motivation, performance, and development of staff where required
• Assist with appraisals, recruitment, training, and absence management

Service Delivery

• Support business planning and performance objectives
• Deliver high-quality administrative services in line with procedures
• Provide advice and guidance to internal and external customers
• Work collaboratively to achieve service excellence

Relationship Management & Networking

• Build strong relationships with stakeholders at all levels
• Ensure efficient communication and service delivery
• Support project work and information sharing
• Promote a positive, inclusive working culture

Compliance & Governance

• Ensure compliance with financial, data protection, and organisational policies
• Handle information securely and responsibly
• Support safeguarding, health & safety, and equality policies
• Challenge inappropriate behaviours where necessary

Values & Behaviour Expectations

• Align work with council vision, values, and objectives
• Promote equality, diversity, and inclusion
• Maintain high standards of professionalism and accountability
• Demonstrate commitment to continuous improvement

Person Specification

Experience

• Experience providing administrative/EA support to senior leadership or executive-level roles
• Experience working in complex, fast-paced environments
• Experience working collaboratively across teams and stakeholders
• Experience using digital systems and modern ways of working

Skills & Abilities

• Excellent written and verbal communication skills
• Strong minute-taking and documentation skills
• High level of organisation and ability to manage competing priorities
• Strong IT skills including Microsoft Office and digital tools
• Ability to analyse and interpret information effectively
• Ability to use initiative and make sound decisions independently

Knowledge & Understanding

• Understanding of local government or public sector environments (desirable)
• Awareness of governance, compliance, and confidentiality requirements
• Understanding of equality, diversity, and inclusion principles
• Knowledge of health and safety responsibilities in the workplace

Qualifications

• Educated to A-Level / NVQ Level 4 or equivalent
• Evidence of continuous professional development
• Relevant administrative or professional training desirable