Job Description

We have an opportunity for a new Executive Assistant, reporting directly to our Chief Executive Officer. You'll provide high level confidential support to the Chief Executive Officer and Senior Management Team by providing full secretarial and administrative support.

You'll develop and manage the administrative aspects of Housemark's Board Governance and administration framework and manage the company's Coventry based office facilities and services.

Duties

Support the CEO, Senior Management Team and Board in the delivery of Housemark's corporate strategy and operational plans.

To act as a first point of contact dealing with correspondence and phone calls. To proactively manage and coordinate the diary of the CEO by prioritising and arranging internal and external meetings, ensuring that appropriate briefing papers are prepared and provided. Plan and organise travel and accommodation when required. To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters, minute meetings, taking messages and other administrative tasks as required. Daily review with CEO covering to do's/actions and backlog items. To support meetings of the Senior Management Team, drafting and collating papers and reports, preparing agendas, taking minutes and follow up on action points. To support key Organisational events such as staff conference and strategy days. Provide reports for senior management as required. Undertake any other appropriate duties as required to support the CEO to enable them to fulfil their role. Carry out all the duties with complete discretion and a high regard for confidentiality.

Board Governance

To liaise with the Housemark Chair and CEO to set the Board meeting timetable each year.

Manage all administration aspects of the Board processes for Housemark. Ensure that Housemark Board meetings are planned, organised and documented in accordance with the Joint Venture Agreement and/or Company Articles. Attend all Board meetings, provide administrative support to the Chair, produce papers and minutes as appropriate. Ensure effective liaison with Chair, CEO, Board members and Senior Management Team. Ensure compliance with all governance responsibilities as detailed in the company articles, Housemark Joint Venture Agreement and Code of Governance. Undertake special projects for Housemark Board/Chair when required - e.g. on-going skills review. Support Board recruitment and any renewal issues. Liaise with Board members and respond to queries concerning their responsibilities. Administer Housemark's performance, risk and project management arrangements including the co-ordination and preparation of appropriate reports for the Board and Senior Management. Support the planning and governance administrative requirements of the Scotland Customer Advisory Board including planning meetings, agenda's and meeting minutes. Support the Inprova Management Contracts by providing administrative support.

Office Management

Undertake responsibility for the facilities management of the company's leased office space.

Manage the landlord/tenant relationship and office services. Manage the negotiation of office supplies contracts. Negotiate and ensure that all appropriate insurances are in place. Logging and monitoring of all corporate and commercial contracts.
Proven experience as an Executive Assistant or in a similar high level administrative role.

Strong organisational skills with the ability to prioritise tasks effectively. Excellent administration skills, including attention to detail in documentation. Experience of managing all aspects of Board administration. Proficient in the use of MS Office, MS Teams and ideally MS Dynamics CRM software. Experience of administering performance and risk management frameworks. Discretion and confidentiality when handling sensitive information are essential.
If you are a motivated individual looking to contribute to a thriving organisation while supporting executive leadership, we encourage you to apply for this exciting opportunity as an Executive Assistant to the CEO.

Job Type: Full-time

Pay: 35,000.00-38,000.00 per year

Benefits:

Additional leave Bereavement leave Casual dress Company pension Free parking Life insurance On-site parking Paid volunteer time Private medical insurance Sick pay Work from home
Work Location: In person