Closing date: 26 July 2021
Covering letter and C.V. required
The Executive Assistant will be responsible for providing dedicated EA support to the office of the CBI’s Commercial Director - Regions & Events Commercial Director - Propositions.
The role requires an individual who can combine rigorous attention to detail and efficiency, with first class judgement and interpersonal skills to work effectively with colleagues and senior external contacts.
The job holder will be responsible for effectively managing the time of both Directors in line with the CBI’s organisational priorities, including:
- Managing a busy and complex diary, exercising sound judgement when prioritising both internal and external meetings.
- Being the ‘front line’ contact point for all enquiries requiring a “firm but friendly” approach.
- Ensuring diary entries are comprehensive (e.g. map, any email correspondence, telephone contacts).
- Ensuring that all relevant briefings are received and in place in good time for meetings.
- Taking responsibility for the organisation of complex travel arrangements, including handling all bookings and communicating necessary information to interested parties.
- Ensuring all meetings and relevant correspondence are tracked in the client relationship management (CRM) system.
- Run reports from CRM as required, becoming an expert in CRM usage.
- Attending meetings with either one of the Directors where appropriate, to capture and follow up on actions. (Taking minutes)
- Ensuring expenses are accurately completed each month ahead of when they are due.
- Screening telephone calls, enquiries and requests, and handling them as much as is appropriate.
- Meet and greet visitors of all levels of seniority.
- Management, filing etc.
- Co-ordinate and mail out team email updates.
- Handling of confidential and sensitive data.
- Any other ad hoc duties that may be required
- Consistently delivering attention to detail and accuracy in all areas of work, underpinned by strong organisational skills, systems and process efficiency.
- Consistently making sound judgements on prioritising Directors time.
- Ensuring that both Directors are always fully briefed on the activities of their team.
- Relaying of accurate and timely messages.
Skills and experience
- Highly developed sense of professionalism: work ethic, sense of responsibility, resourcefulness, attention to detail.
- Excellent personal and diplomatic skills.
- Excellent organisational skills, ability to multi-task and calmly deal with conflicting demands.
- Excellent communication skills, both verbal and written.
- Ability to manage a high and demanding workload
- Ability to prioritise tasks and assess urgency of situations requiring executive attention.
- Flexible and mature approach with ability to work unsupervised, maintaining confidentiality at all times.
- Strong computer literacy (MS Outlook, Word, Excel, PowerPoint).
- Proven ability to work under pressure and to tight deadlines.
- Ability to be proactive and take initiative.
- Professional telephone manner.
- Strong team-working skills.
- Bright, confident personality well presented.
- Professional level of verbal and written skills
- Experience working with a CRM system or IT system which helps to track contacts with clients is an advantage
- Experience working and communicating with senior business leaders
The CBI has six key behaviours that are expected across the business. In practice for this role:
- Collaborative – proactively engages with teams across the business. Listening, seeking views and sharing information; constructively challenging when appropriate
- Takes ownership – takes responsibility for own workload and proactively anticipating needs. Ensuring delivery and holding others to account; can influence, irrespective of hierarchy
- Agile – is quick to respond to requests and prioritise accordingly.
- Commercial – thinks customer first – responding to enquires and requests for meetings swiftly.
- Innovative – not afraid to do things differently where there are opportunities to deliver better for internal and external customers.
- Analytical – gathering information and using logic to analyse, problem solve, evaluate risk and make decisions
Diversity & Inclusion
At the CBI, we are committed to attracting diverse talent that represents the society we live in.
We encourage applications from all regardless of age, sexuality, socio-economic background, disability, ethnicity, gender, religion, or beliefs. We are committed to building a culture of belonging and inclusion and this is reflected in our policies, practices, and internal employee-led networks and supported by our executive leadership team.
We are a family-friendly organisation, and we encourage flexible working as we want our employees to achieve a healthy work-life balance. Currently, our employees are working flexibly (formally and informally) and remotely due to COVID-19, but we offer the opportunity to work in our offices in line with government guidance if somebody should need to.
Our employee-led networks are: Race and Ethnicity Equality, LGBT + Network, Women’s and Working Families and we have qualified Mental Health First Aiders who support our employees in having good mental health.
To apply press here