Executive Assistant to the CEO

Executive Assistant to the CEO

• Provide high-level executive and business support to the Chief Executive Officer (CEO), delivering a professional, responsive and customer-focused service to the Executive and Management Teams and external stakeholders.
• Liaise closely with the Lord Mayor’s Office to ensure alignment and consistency on key matters, while identifying and managing potential political and reputational risks.
• Coordinate the flow of communication between the CEO, Executive Directors, Group Managers, Council staff and external stakeholders, ensuring matters are addressed efficiently and resolved in a timely manner.
• Prepare and coordinate high-quality executive briefs, submissions, reports, correspondence, presentations and other documentation, undertaking research as required.
• Build and maintain strong relationships with internal and external stakeholders, ensuring the CEO is kept informed of key issues, developments and sensitive matters.
• Proactively manage and escalate complex or sensitive issues, including those of a political or reputational nature, working collaboratively with relevant teams to achieve appropriate outcomes.
• Manage the CEO’s calendar, prioritise appointments and coordinate executive meetings to ensure effective time management and scheduling.
• Oversee CEO correspondence, including receiving, recording, acknowledging and responding to communications within required timeframes.
• Maintain accurate records, databases and information management systems, ensuring compliance with organisational policies and procedures.
• Contribute to the development and improvement of administrative systems, processes and business practices, as well as coordinate special projects and initiatives as directed by the CEO.
• Provide general executive administration support, including minute taking, meeting coordination, travel arrangements, conference bookings, training and stationery management.
• Coordinate all administrative requirements for CEO meetings, including preparing and distributing agendas, taking minutes, managing follow-up actions and organising hospitality for visitors.
• Welcome and assist visitors, screen incoming telephone calls and proactively research and resolve enquiries on behalf of the CEO where possible.

• Local government experience.
• Previous experience with TechOne, Content Manager/TRIM, Authority or Pathway highly regarded
• Proven experience in providing high level executive, secretarial and business support services to
  chief executive officers or senior executives.
• 5 plus years’ experience in a similar position
• Demonstrated experience communicating with a range of senior Executives and Councilors or Board members with diverse, competing and complex needs.

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