Job title: Executive assistant (to Group finance director)
Salary: Competitive
Location: Swindon

 

About the role:

To provide executive support services to the offices of the Group FD and the President, to enable effective smooth running of each office.

Key responsibilities:

  • Develop and manage the offices of the Group Finance Director and the President (Principals) and provide support to the Executive Assistant for the remaining Principals (Group CEO and L&D Managing Director) as required;
  • Assist in producing strategy documents, board papers, key presentations and speech drafting;
  • Understanding and applying the processes for receipt of complaints and legal actions for example disciplinary action against Institute Members, non-compliance notices, etc;
  • Take ownership of a number of specific projects in support of the Principal’s, providing analytical and research support as required. For example - Strategic Plan, management development, AGM, presentations and speeches/blogs;
  • Support in preparing for and following up actions in relation to governance matters (including working with key stakeholders, Directors, Volunteers, Officers, Trustees and other various Boards such as RAFc). Liaising with key external stakeholders in a confident and accurate manner eg sharing legal instructions with solicitors, messaging to other professional, awarding and government bodies, etc;
  • A contributing member of the Group Finance Directors senior team;
  • Provide comprehensive secretarial services, diary and other support services to the Principal’s, including effective and efficient diary management; ensuring all supporting work and any subsequent documentation are available in a timely manner. Taking minutes/notes, research, retention and appropriate storage of both hard and/or soft copy files, travel and accommodation and management of direct reports annual leave, etc
  • Support the Group FD regarding the annual external audit and budget cycle including the preparation and publication of the Group Annual Report;
  • Manage expenses and credit card expenditure. Review expenses for signature against appropriate policies and follow up any clarifications without further reference unless considered appropriate;
  • Maintain the highest level of confidentiality, loyalty and discretion at all times, protecting and ensuring strictest security regarding sensitive commercial and personal information;
  • Use autonomy to make decisions and determine when matters require escalation and to which level;
  • Provide discreet upward feedback as required, flagging and following up on perceived significant issues within the team that may be outside the 3 key Principal’s awareness;
  • Management of Directors Assistants in the absence of the Executive Assistant. Able to support, coach, mentor and manage the team to ensure fair, consistent approach of workloads and development to produce a highly effective team;
  • Flexibility is required of all job holders to adjust responsibilities as required from time to time by their Line Manager/Divisional Director;
  • The content and reporting lines detailed in this job description may be reviewed and changed from time to time to reflect organisational requirements;
  • All staff will live BCS’ values and support our purpose;
  • Continually looking at ways to make improvements to systems, processes and procedures.

Who we are looking for

Education and qualifications
  • Excellent command of English language, both written and spoken
  • GCSE Grade A-C in Maths and English or equivalent
Experience
  • Demonstrable experience working as a EA at a Board level
  • Significant experience of taking Minutes and/or Notes and Actions in meetings
  • Proven experience of managing effective and highly performing teams
Competencies and skills
  • Excellent verbal and written communication skills
  • Highly organised with the ability to change plans at short notice without compromising on quality of work
  • Ability to take minutes and notes at meetings
  • Able to manage a multiple diaries/emails simultaneously
  • Able to prioritise own workload and others
  • Ability to operate independently in a high-trust, highly confidential environment
  • Able to confidently represent Principal’s both internally and externally and ability to uphold the respect and dignity of their offices
  • High quality interpersonal skills, sensitivity, diplomacy and discretion
  • Approachable, positive and reliable at all times
  • Ability to establish good working relationships with staff at all levels across the organisation
  • High attention to detail, with ability to proofread effectively
  • Ability to produce consistently accurate work whilst under pressure and to deadlines
  • Able to take ownership of issues but to also recognise and obtain support from any relevant specialist (internal and external) as required
  • Have a flexible attitude towards working independently and as part of a team
  • Fully computer literate, excellent typing and software skills
  • Ability to identify areas for improvement within your department
Knowledge
  • Strategic perspective on business
  • Data Protection and GDPR Regulations
  • Knowledge of Microsoft Windows, Word, Excel, Outlook and PowerPoint
Special conditions
  • Some out of hours work may be required, along with occasional overnight stays
  • Travel to BCS London office and other UK venues may be required
How to apply

Please send your CV to hr@bcs.uk