1945 - Executive Assistant

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Posted: 26/11/2019 12:14
Start Date: Not Available
Salary: £21,534
Location: Dale Street
Level: Administration
Deadline: 20/12/2019 12:00
Hours: 37.00
Benefits: Company Pension Scheme, Employee Assistance Programme, Travel Loan Scheme, Employee Discount Benefits
Job Type: Permanent [A]

Interviews to be held week commencing 6th january 2020


Executive Assistant to Executive Director of External Affairs

ABOUT THE ROLE
Reporting to the Executive Director of External Affairs, you will provide effective co-ordination, prioritisation and management of workload to help ensure he is able to be an effective leader. The Executive Director of External Affairs is responsible for National Museums Liverpool’s marketing, communications, digital, development and partnerships teams, and the Executive Assistant plays a critical role in the effective day-to-day operation of a mission-driven and results-driven directorate as well as highly ambitious organisation.

You will be managing a complex and diverse workload with tight deadlines and you will need to use your expert judgement to manage correspondence, schedules, coordination of activities and relationship management with internal and external stakeholders. You will handle sensitive and complex issues in a professional, objective and confidential manner.

You will have a flexible approach to work, be highly proactive and confident working with colleagues at levels.

MAIN DUTIES
Provide administrative and PA support to the Executive Director of External Affairs, and when required, to Senior Managers within the directorate.

  • Provide effective diary co-ordination and correspondence management.
  • Provide an essential operational link between Director’s Office, Executive Team and Senior Management team.
  • Provide efficient and professional planning and administration of meetings, steering groups and committees for which the Executive Director of External Affairs is responsible.
  • Prepare agendas, reports, briefings and presentations as required. 
  • Prepare and distribute minutes / actions across a wide range of activities and projects. 
  • Book travel, tickets and accommodation, as required. 
  • Undertake research projects across a variety of areas supporting the work of the directorate, as required.
  • Support the financial administration of directorate spending, as required.  
  • Represent the directorate at key events and engagements, as required.
  • Adhere to all National Museums Liverpool’s Policies and Guidelines.

 GENERAL DUTIES

  • A commitment to adhere to the standards expected of all public services as defined by the HM Treasury publication “Managing Public Money”. Those standards are honesty, impartiality, accountability, openness, accuracy, reliability, transparency, objectivity, integrity and fairness. These standards should be carried out in the spirit of, as well as the letter of, the law; in the public interest; to high ethical standards and achieving value for money.
  • Develop NML’s commitment to Equality and Diversity and promote non-discriminatory practices in all aspects of work undertaken.
  • Adhere to National Museums Liverpool’s Health and Safety Policies and Procedures, National Museums Liverpool’s access and Safeguarding policy as well as other appropriate practices and guidelines.
  • Contribute to the management, discussion and communication of risk as appropriate to your role.  Ensure you follow, adhere to and implement (where appropriate) effective controls for policies, processes and systems within your department, directorate and for the organisation.  
  • Assist with the supervision of volunteers and work placement students, undertaking periodic appraisal and facilitating their training in association with IS staff and NML’s Volunteer Coordinator.
  • Undertake additional duties, as required, from time to time.
  • Take responsibility for personally participating in the Performance Development & Review process.
  • Undertake training and development courses and programmes, as required.
  • Show the highest integrity and confidentiality in the pursuance of these duties.

The details contained in this job description reflect the content of this job at the date of being prepared.  It is however possible that over time the nature of the job will change.  Consequently NML may revise this job description from time to time and will consult with the post holder at the appropriate time.


Personal Specification - Executive Assistant


 

Essential

Desirable

Qualifications

 

 

5 GCSEs in English Language and Mathematics grade A-C or equivalent

E

 

Experience

 

 

Experience as an Executive Assistant / Personal Assistant in a busy / demanding office environment. 

E

 

 

Experience of maintaining, managing and monitoring complex diaries and itineraries. 

E

 

Experience of minute taking, meeting planning and coordination. 

E

 

Experience of preparing high-quality agendas, reports, briefings and presentations. 

E 

 

Experience of researching and sourcing information. 

E

 

Experience building cross-departmental and cross-organisation relationships. 

E 

 

Flexible approach to work, with the ability to manage multiple tasks, people and deadlines.

E

 

Knowledge and skills

Excellent communication and interpersonal skills with demonstrable experience of maintaining working relationships

 

E

 

Ability to show discretion, tact and confidentiality

E

 

Highly IT literate with thorough knowledge of Microsoft Word, Outlook, Excel and PowerPoint.

E 

 

Ability to assimilate information quickly and develop a significant level of knowledge and expertise on a wide range of subjects.

E

 

Ability to work under pressure and balance multiple priorities.

E 

 

Excellent verbal and written communications skills. 

E

 

Highly developed problem-solving skills. 

E

 

Confident in making decisions and applying own judgement to situations as required

E

 

Other 

Have an interest in and appreciation of the museums/cultural sector.

 

 

  

D

 

 



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