Job Summary

This is a vitally important role supporting the Managing Director to lead and manage the organisation efficiently and effectively, through
  • diary and schedule management;
  • effective liaison between the Managing Director, our Board, staff at all levels including the Senior Management Team, key clients and partners; and
  • leadership and management of specific projects to help Be First achieve its strategic agenda.

Job Salary

up to £40,000

Closing Date

August 2, 2019

Job description

Job Title: Executive Assistant to the Managing Director

Indicative Salary: £32,000 – £40,000 + benefits and 30 days annual leave entitlement

Responsible to: Managing Director

Hours: 35 hours per week

Key contacts:

  • Be First Senior Management Team
  • Be First Programme Management Office (PMO)
  • key partners including representatives from London Borough of Barking and Dagenham, delivery partners across sectors, Government bodies
  • staff at all levels of the organisation
  • members of the Be First Board as required
  • customers and supply chain partners

Location: Maritime House, Barking

KEY RESPONSIBILITIES:

  1. Supporting the Managing Director to lead and manage the organisation efficiently and effectively, through:

 

  • efficient diary and schedule management;
  • supporting effective liaison between the Managing Director, staff at all levels including the Senior Management Team, key clients and partners;
  • leadership and management of specific projects to help Be First achieve its strategic agenda, as an example, preparing for and managing Be First’s participation at MIPIM (more detail below)

 

  1. Supporting Be First and its PMO to operate successfully in a regulatory environment, for example by helping to ensure appropriate adherence to regulatory requirements and customer service standards and reporting thereon to senior management
  2. Management and leadership of specific projects designed to enhance the profile, reputation and commercial standing of the organisation
  3. Management and leadership of specific projects designed to improve any aspect of Be First’s operations, as directed by the Managing Director and/or Senior Management Team
  4. Supporting efficient and effective liaison between the Managing Director, the Company Secretary and PMO to help drive a culture of continuous improvement
  5. Specific responsibilities around effective and efficient liaison with London Borough of Barking and Dagenham in relation to customer and (political) Member enquiries and complaints
  6. Supporting the Managing Director and the company more broadly to build strong long lasting relationships with colleagues and external stakeholders
  7. Managing the relationship between the Board and the senior management team, ensuring the Board has access to and can receive information from Be First

Person specification

 

Essential experience

  • Strong track record of providing effective support to senior leaders in large, complex organisations
  • Experience with operating successfully in a political environment
  • Track record with successful management of complex operational processes
  • Demonstrable experience with driving improvements to business processes and practice
  • Experience of having driven improvements in customer satisfaction and customer service standards
  • Evidence of having delivered specific improvements to handling of performance around customer enquiries and complaints
  • Evidence of having successfully managed or enabled a range of support functions, including one or more of the following: Facilities Management, Procurement, Finance, Human Resources, ICT
  • Demonstrable understanding of effective performance management techniques, and evidence of applying these successfully in a complex organisation
  • Demonstrable understanding of the equality and diversity agenda, and experience of embedding a fair and ethical approach within a team and wider organisation

 

Essential skills

  • Able to work successfully in teams
  • Able to “self-start” and work autonomously with the minimum of direct supervision
  • Scrupulous attention to detail, particularly with regard to technical aspects of operational processes and practices, accuracy of records and reports, efficiency and accuracy around schedule and diary management
  • At ease in the presence of company directors, senior client representatives and able to command a sense of personal professional gravitas without being overbearing
  • Have a corporate approach to managing her/his areas of responsibility, seeing the bigger picture, supporting fellow executives and board members in meeting their objectives
  • Able to work under pressure, organise and prioritise own work and that of others, ensuring agreed programmes and project requirements are met and customer demands accommodated
  • Strong influencing and persuasion skills
  • Strong analytical skills
  • Strong reporting writing and communications skills, abilities to flex communication style and approach to meet the needs of a diverse range of stakeholder groups
  • Ability to prioritise under pressure

 

Apply for this position

Please email an up-to-date CV with a covering letter setting out why you are interested in the role and why you believe yourself to be qualified to the following address:

sharon.higgins@BeFirst.london