Executive Assistant

Full Job Description

Job Title: Executive Assistant to the Mayor

Contract: 3-month contract
Salary: 37.60/hr
Work Arrangement: Hybrid
Reporting Line: Head of Mayor's Office

We are seeking a dynamic and dedicated individual to fill the role of Executive Assistant to the Mayor in the vibrant borough of Newham. This pivotal position offers a unique opportunity to directly contribute to the enhancement of the lives of Newham residents, supporting the Mayor in their mission to govern with the utmost ethical standards and effectiveness.

Responsibilities:

• Maintain a complex schedule and electronic diary, demonstrating adept judgment in prioritising appointments and managing competing demands.
• Organise meetings, including coordinating attendees, arranging venues, and managing invitations.
• Liaise with council officers and external stakeholders to facilitate meeting, visit, and event arrangements.
• Commission briefings for the Mayor and ensure timely follow-up.
• Arrange travel and accommodation as required.
• Coordinate special arrangements for meetings or events, such as booking photographers.
• Manage meeting room bookings and refreshments.
• Collate and respond to invitations in a timely manner, seeking guidance from relevant stakeholders when necessary.
• Facilitate weekly Mayor's Diary Management meetings.
• Provide warm hospitality to all visitors, internal and external, for the Mayor.
• Ensure all information in the diary is accurately recorded and accessible.
• Record and declare gifts and hospitality promptly.

Requirements:

• Enthusiastic, committed, and passionate about making a difference in the lives of Newham residents.
• Politically astute, with a strong understanding of the connections between elected officials and council officers.
• Familiarity with the mayoral model and a commitment to upholding the highest ethical standards.
• Line management experience, overseeing 3-5 staff members.
• Willingness to work evenings, weekends, and occasional public holidays to meet service requirements and represent the Council effectively
• Knowledge of local government, including the directly elected mayoral model.
• Understanding of equal opportunities, customer care, and quality standards.
• Awareness of major service issues facing local government.
• Experience with Outlook and Microsoft Office suite.
• Prior experience in a busy, demanding, and pressurised environment.
• Proven ability to manage a busy and complex diary.
• Experience working with senior officials, members of parliament, ministers, or local government officers.
• Previous experience in staff management.

If you are a proactive and organised individual with a passion for public service and a commitment to excellence, we encourage you to apply for this exciting opportunity to contribute to the betterment of Newham.