Executive Assistant

Job content

This role will be Remote based which flexible requirements to work from our Bournemouth Head Office

About Us

As the UK’s leading developer and manager of retirement communities, we have more than 40 years’ experience of providing high quality homes to exacting specifications. We’ve created over 58,000 age-exclusive retirement properties - apartments, bungalows, coach houses and cottages - in more than 1,300 developments across the UK.

At McCarthy Stone we believe that retirement living involves much more than simply deciding to move into a new home that’s better suited to our customers’ needs. It’s also an opportunity for them to embrace a new way of life, to have the freedom to live a lifestyle with more choices and more time to do the things they enjoy.

Primary Job Purpose

• Support the delivery of key business performance targets in order to meet wider company business objectives,
• To carry out all secretarial and administration duties for the Director
• Exercise his/her judgement to operate on behalf of the Director where appropriate,
• Assist with project work or research undertaken by Director,
• Support the Company culture and values and the delivery of high levels of business performance and customer satisfaction.
  
  

Key Responsibilities

Executive Personal Assistant’s Responsibilities:

• Maintain the Director’s diary including arranging meetings, travel, expenses and diary appointments as required.
• Manage the Director’s incoming emails, responding and forwarding as necessary and removing any spam mail -ensuring all filtered emails are brought forward for action by the Director.
• Arrange meetings and working groups on behalf of the Director, draft agendas, distribute documents, take minutes and publish/circulate minutes where appropriate.
• Maintain action logs and bring-forwards for the Director, their direct reports and for him/herself.
• Minute and distribute the minutes of meetings/committees/working groups, as required.
• Draft routine sections of standard documents such as Board Reports for the Director’s review.
• Draft correspondence and reports on behalf of the Director
• Undertake any ad hoc projects as requested by the Director.
• Arrange Stakeholder presentations and site visits.
• Maintain appropriate electronic and hard copy filing systems for the Director.
• Record and monitor personnel data for direct reports such as performance reviews and holiday records.
• Work co-operatively with Personal Assistants of other Executive Directors and Non-Executive Directors to ensure optimal efficiency and effectiveness of the senior leadership group.
• On request, provide support to other Executive Directors in the absence of their own PA.
• The job holder will be required to deal with highly confidential information, including Executive Committee papers. A high degree of confidentiality must, therefore, be maintained at all times.
• The job holder will be dealing with internal and external contacts at all levels of the organisation, including Main Board level, Stakeholders and Advisors. S/he must always deploy a high degree of tact and diplomacy appropriate to the individual contact.
  
  

Education And Qualifications

Person Specification:

• Ideally educated to first degree level or equivalent.
• GCSE level English and Mathematics (A-C).
• Secretarial qualifications to include advanced typing skills. Shorthand may also be required.
• Other computer or office administration qualifications would be an advantage, as would HR administration.
  
  

Knowledge & Experience

• Experience of working successfully in an Executive PA role at Main Board level in a FTSE 250 environment is a prerequisite.
• A deep working knowledge of Microsoft Office, particularly Word, Excel and PowerPoint, is essential. A working knowledge of SalesForce.com would be advantageous.
  
  

Skills, Competencies And Personal Attributes

• Able to maintain composure and operate effectively in a pressurised environment.
• Excellent verbal and numerical reasoning skills are required as the job holder will be required to draft reports and correspondence on behalf of the Directors.
• Able to organise, plan and prioritise across many tasks at once, ensuring key deadlines are met and clear communication of progress and outcomes with colleagues.
• Able to work effectively with minimal supervision, with good decision-making capability
• Personally accountable - a high achieving, target-driven and self-motivated individual who can make things happen.
• Approachable and dependable - able to rapidly forge effective and collaborative working relationship with others, both internal and external.
• Good negotiation, influencing and communication skills across all levels of organisation.
• Good verbal and written communication skills.
• Strong understanding of and ability to maintain confidentiality about all Company and role related information.