Personal Assistant to CEO job description
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JOB DESCRIPTION REFERENCE NUMBER JOB TITLE OFT692 EO Private Office 23 January 2009 Personal Assistant to the GRADE Chief Executive Officer AREA Executive Office GROUP Fleetbank House LOCATION DATE 2-6 Salisbury Square London EC4Y 8JX RESPONSIBLE TO Head of Private Office RESPONSIBLE FOR— PEOPLE RESPONSIBLE FOR – BUDGET JOB PURPOSE Background None None This is a new role following a review of the work of Private Office. The Executive Office comprises the Executive Directors’ Offices, International Liaison, OFT Scotland and Private Office. Purpose To provide an efficient and responsive administrative, organisational, and logistical service to the Chief Executive Officer, helping him to manage and prioritise his time. MAIN RESPONSIBILITIES/KEY DUTIES • Manage and maintain the CEO’s diary and email account. • Filter emails, highlight urgent correspondence and print attachments. • Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems. • Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests. • Schedule on behalf of the CEO meetings between him and his direct reports and the committees and groups to which he is a member. • Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO match his requirements. • Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate. • Manage the process of calling for briefing on behalf of the CEO from start to finish to ensure that he is fully prepared for all engagements. • Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO. • Prepare correspondence on behalf of the CEO, including the drafting of general replies. • Minute general meetings as required and complete research on behalf of the CEO. • Keep and retrieve files. • Ensure guests meeting with the CEO are well taken care of. • Provide a service that is in line with the CEO’s work habits and preferences. PERSON SPECIFICATION - Qualifications, Experience, Knowledge & Skills Experience: • Demonstrable experience in an administration/executive assistant/PA role in a highly pressurised environment requiring tact, judgment and discretion in handling internal and external contacts (essential). • Experience of diary management/researching and booking of travel and accommodation (essential). • Experience of successfully working with senior management (essential). • Public sector experience, for example, in a minister’s private office would be an advantage (desirable). Knowledge: • Must be proficient with the keyboard and IT applications (this may be tested during the selection process). • Expert level in the use of Outlook. • Intermediate level in the use of Word, Excel and PowerPoint. Skills (all essential): • Excellent organisational skills, ability to multi-task and organise others. • Excellent oral and written communication skills and ability to professionally represent the CEO’s office. • Ability to work under pressure and be flexible as part of a small team. • Attention to detail and deadlines. • Ability to filter information and assess priorities. • Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances. • Ability to prioritise and manage own workload amid conflicting demands and busy work periods. • Ability to think ahead and anticipate needs before they arise. • Ability to exercise discretion in dealing with confidential or sensitive matters. • Confident and able to work on own initiative and with limited supervision. OTHER JOB REQUIREMENTS The postholder will fulfil a specific job but be expected to develop a good understanding of the roles within private office and around the CEO, and be able to confidently and competently cover for team members when they are absent. For example, the postholder may cover for the Personal Assistant to the Chairman as required, and be asked to assist committee secretaries with queries, administration and agenda management. When the CEO is absent, the postholder will be expected to use any down-time to explore and implement improvements to the way the CEO’s office is managed. The postholder should expect that on occasion, they will be required to work flexibly with the CEO and on occasion a longer than normal day. In addition the postholder may be contacted by the CEO out of normal office hours to deal with unexpected events.