Personal Assistant to MD of Corporate Affairs

The Corporate Affairs Function within Openreach manages the external reputation of the company, creating the conditions for our engineers to build connections across the UK.

This role is a PA to the MD and Director of brand and Digital and so you will be a highly-proficient PA who has experience of working at an Executive level.

In this role you will be empowered to make decisions and act on behalf of the MD and Director of Brand and Digital, and have the authority to sign-off on elements of the MD and Director’s responsibilities.

A key success of this role will be the ability to manage your own time and prioritise that of the Directors to maximum effect

• Diaries – accountable for efficiently managing the MD’s and Director’s diary and appointments, ensuring the most effective use of time. Where time is limited, ensure that tasks are delegated to the most appropriate person and that time is built in to the diary for review in advance of meetings. Ensuring the Directors’ diary is in line with their priorities. If meetings are likely to be missed or delayed, organisers to be informed in a timely manner. Building in reflection time so that the outputs from meetings can be captured and next steps identified.
• Email – responsible for email management ensuring appropriate and timely action is taken. Respond to emails on behalf of the Directors within agreed parameters. Ensure important emails are not overlooked. Chase actions where response is needed.
• Briefings – ensure each director is briefed and fully prepared for all internal and external meetings, that all documentation is produced in advance and prep time is built in the diary to review papers.
• Actions – ensure that key actions are achieved and closed for your Directors and you. Actions may be from incoming/outgoing emails, meetings, conference calls, post meeting reviews, etc. Proactively managing an action log / task list to ensure that deadlines are not missed
• Meetings – responsible for co-ordinating and prioritising meetings (and preparatory meetings where required) so that key discussions are not delayed. Organising internal and external meetings and audio/video conferences, including booking venues, arranging travel, accommodation, etc. Attend meetings to provide minute taking and other support.
• Travel - anticipating travel needs, creating options so that travel decisions can be made quickly, and book travel for the Directors. Create directions/ maps for new venues which can be accessed en route.
• Authorisation – demonstrate financial awareness and take responsibility for ensuring purchase orders, Orderdesk and T&S requests are reviewed and in line with Openreach’s policy and challenge where appropriate before gaining approval.
• Planning – pre-emptive planning sessions should be set up to ensure that you provide the best level of support to your directors – these planning sessions should take into considerations a rolling 4 week view of the diary and what might be required for meetings, travel, accommodation, etc.
• Networking – create an effective network of contacts within the Openreach unit and wider, ensuring you know who to delegate to, to support the Directors and Corporate Affairs team in preparing for meetings, calls and reviews. Building an effective network with other assistants so that you have support and cover for your role when you need it and can influence diary decisions where it is required.

• Outstanding communication and interpersonal skills with the ability to build and manage strong stakeholder relationships quickly.
• Experience of working with a wide variety of senior external stakeholders.
• Understanding of agencies and external audiences in the corporate affairs and marketing world.
• Experience at an Exec level and managing very complex diaries.
• Technical – will demonstrate advanced working knowledge and skills of the Microsoft suite of applications and BT systems.
• Highly structured and well-planned approach with the ability to adapt your plans to deal with ambiguity or change. Evidence of demonstrating personal resilience and adaptability in the face of constant business, operational and customer demands.
• Ability to operate in a high pressure/high visibility fast paced situation. Evidence should be provided of your approach to dealing with similar situations.
• Ability to understand and translate analytical and complex messaging into prioritisation around diaries and workload.
• Demonstrate absolute discretion when handling sensitive and confidential material.

As well as offering a competitive base salary, you’ll also have access to equity schemes and an attractive pension offer.

We value different perspectives, skills and experiences. Diversity makes sense for us, our customers and our ambitions. We’re creating an inclusive working culture where people from all backgrounds can succeed