Executive Assistant

Town Hall
160 Whitechapel Road
LONDON
E1 1BJ

You will have the dedicated responsibility for ensuring high quality, proactive and timely executive support to the Mayor. You will liaise with the Executive Support Team Leader and other Senior Executive Support Officers on operational issues, projects and initiatives across the Business Support Hub; liaise with Corporate and Divisional Directors on issues relating to operational provision.

Working collaboratively, you will lead the transformational change agenda in support of the Chief Executive / Corporate Director and be the key point of contact to manage and improve the directorate’s liaison with the Mayor, Lead Members, Councillors and other internal and external stakeholders.

You will be responsible for forward planning to address changes to client requirements, adapting to new service needs and maintaining service levels across the council.

You will support the Head of the Mayor's Office in managing administrative HR issues such as agency contracts and leave requests.

You will work with the Head of the Mayor's Office and policy colleagues in understanding key performance areas of the council and delivery requirements of the Mayor, in order to effectively prioritise the Mayor's diary and workstreams.

To work collaboratively with the Head of Mayor’s Office to ensure that the services provided by the team are strategically aligned with other functional areas to enable a seamless approach to service delivery and to continually improve policies, procedures and processes that meet business needs.

Key Responsibilities

The main responsibilities are to monitor and prioritise workloads for the Mayor, including management of emails and control of access via telephone or face to face meetings.

You will support the Corporate Leadership Team in translating the Mayor’s political vision into action plans and deliverables by co-ordinating engagement between directorates and key stakeholders including the senior officers, Cabinet Members and partner organisations. Understand the needs of stakeholders, interpret requests and judge prioritisation level.

Being responsible for controlling within budget the requisition of goods and services ensuring value for money and that financial and procurement regulations are complied with fully.

You will have a good understanding of service standards with consistent attention to detail across responsibilities and client areas, prioritising workload according to organisational and reputational risk and client need whilst keeping up to date with legislative, statutory and regulatory change.

Providing support to and deputise as required for the Executive Support Team Leader and provide absence cover for Executive Support Officers.

Requirements

You will have strong PA skills with a detailed understanding of Executive Support functions and services and the needs and priorities of key stakeholders and partner organisations. You should have an understanding of financial and procurement procedures and regulations as well as a detailed knowledge of the Council’s structures, functions, governance arrangements and decision-making processes of local government.

Demonstrable experience of providing excellent oral and written communication skills including the ability to present sensitive information clearly and concisely to a range of audiences is essential and it is expected you will have strong analytical skills, experience of working within deadlines and managing competing priorities.