Executive Assistant

At VPS we have been caring for vacant properties operating from over 50 locations across the UK and Europe for over 20 years. Our Executive Assistants serve a critical role by assisting our Executives with a wide variety of issues across scheduling, organising travel, reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; taking notes at meetings and any other administrative tasks in a highly structured way that help the Executive perform their job successfully.

This role
will be supporting our Group Chief of Staff (CoS) and the functions within CoS – IT & Change, Portfolio Management, H&S, Risk, Information Security, Governance Frameworks and Internal Communication.

The role provides an opportunity to work in a fast-paced and agile environment, and to be involved in projects of interest. The role holder will be a trusted advisor to the Chief of Staff and her leadership team.

Responsibilities

• Work directly with the CoS to support all aspects of daily work routine.
• Maintain their calendar, including scheduling meetings, appointments, engagements, events, and travel (may include domestic and European) arrangements.
• Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the CoS for both internal and external enquiries. This includes receiving and screening calls, emails and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Foster a culture of collaboration between key stakeholders and other Executive Assistants and Administrative Support within the Group
• Helping to coordinate meetings as well as providing administrative support where relevant, including the preparation and distribution of meeting agendas and materials, also transcribing, sourcing material, preparing documents, reports, tables and charts; distributing as appropriate.
• Determine priority of matters of attention for the CoS; redirect matters relevant individuals to handle where possible, or handle matters personally, as appropriate.
• Keep the CoS advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Sort and triage mail; maintain e-mail and other address directories.
• Prepare, reconcile, and submit expense reports.

Experience

• Experience predicting and forward planning the needs of the Executive, ensuring their time is being used as effectively as possible, anticipating requests, needs and potential problems before they happen and intervening proactively.
• The successful candidate will be able to manage confidential and sensitive information appropriately, discretion is a must.

Key Skills

• Organisation, you will be required to juggle multiple tasks and meet deadlines.
• Have a high attention to detail, ensuring accuracy in your work.
• Calm and composed with the ability to manage pressure well.
• The ability to build effective relationships with key stakeholders.
• Effective time management.
• Problem solving with the ability to provide solutions in good time.

This role will be variation of working in the Evander Norwich office, with occasional work from home and travel to Manchester/U.K locations.

Job Types: Full-time, Permanent

Salary: £30,000.00-£40,000.00 per year

Benefits:

• Enhanced maternity leave
• Enhanced paternity leave
• Free parking
• Health & wellbeing programme
• On-site parking
• Work from home

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Norwich

Application deadline: 05/04/2024