Executive Assistant

Job offer

Role Description

This role is to provide highly capable and efficient administrative support for a group of FNZ executives and therefore positively impacting on the efficiency of their teams. The role will additionally support the FNZ Admin team by providing resource cover and supplementary capacity as required to ensure optimum running of the business. This role will sit within the Support Services Team (SS). The SS team is responsible for supporting the business, providing a quality service to both internal and external clients.

Specific Role Responsibilities

• Be responsible for the executives’ diaries, undertaking extensive diary management.
• Become familiar with the executives’ workload in order to assist efficiently.
• Familiarise yourself with executives’ internal/external clients & direct reports; be available to support the executives teams as required.
• Organise key documents and files. · Attend executives’ staff meetings as required – publish agendas, action items/minutes.
• Monitor post event/ meeting objectives and actions and provide updates to the executives.
• Pro-active follow up to ensure tasks have been executed as previously agreed and planned.
• Screen and organise emails, including response to emails where required.
• Manage travel for executives using internal processes.
• Procurement processing
• Reconciliation of the executives’ monthly corporate credit card statements.
• Processing personal expenses for the executives, which may include personal expenses for Non-Executive Directors; Provide ad-hoc personal assistance.
• Assist with ensuring the office environment is kept running at the level required for a delivery focussed company.
• Assist with on-site Board Meeting preparation and provide on-site support when required.
• Undertake Fire Marshal and First Aider Training as required.
• Within the admin team it is required that the individual provides reception cover for lunchbreaks and holidays.
• Undertake any other projects/ tasks as may be reasonably required to facilitate the smooth operation of the company.
• Undertake Risk and Compliance Training
• This role is not in scope for activities which have a direct or indirect impact on CASS processing which takes place within FNZ for FNZ and/or FNZ’s clients. There is a requirement to remain up to date with CASS developments and changes as communicated with FNZ

Experience required

• Previous experience of working in a software development/FS environment would be an advantage.
• Minimum of 3 years’ experience in a PA/EA role.
• Motivated to exceed expectations, and ability to represent company image & values.
• Proactive.
• Eye for detail and perfectionists view of service standards.
• Able to manage people and service providers.
• Good problem solver - logical and reactive in response to unexpected queries/circumstances.
• Must demonstrate flexibility to get involved in tasks at all levels.
• Must demonstrate flexibility and adaptability to juggle a range of different tasks and work extra hours to meet deadlines as required.
• Relationship building skills essential for staff, customers, service providers.
• A good working knowledge of Word, Excel and PowerPoint is required.
• Confident, and able to take initiative given client and delivery-focused environment.
• Independent, self- directing and delivery focused working style.
• Good team communication skills, confident in dealing with internal and external clients.
• An understanding of confidentiality issues and the use of discretion.