Description of the Business Line or Department
Executive assistants perform more than administrative tasks; they are often the senior manager’s “right-hand person” who enables them to advance KH strategic objectives and ambitions. They filter and attend to the day-to-day functions that are part of the senior manager’s role so that the executive can focus on the high-level leadership and strategic priorities. In this specific role, supporting two branch managers who have Branch, Exco and other responsibilities, there will be the need for high levels of autonomy, confidentiality and proactive thinking.
Summary of the key purposes of the role
This will be a full time role supporting the Jersey and Gibraltar Branch Managers
Serve as a primary point of contact for both Branch Managers
Manage all diary requirements and monitor inbox activity to ensure that items are managed and prioritised
Arrange all travel and accommodation requirements and more broadly oversee the Branch cost budgets for accuracy and adherence to budget and policies.
Summary of responsibilities
Deal with high level, confidential and sensitive information on a regular basis and manage the items within the KH policies
Determine priority of matters of attention for the executive; redirect matters to staff to handle, or handle matters personally, as appropriate.
Keep the executive advised of time-sensitive and priority issues, using automated tools to ensure appropriate follow-up.
Complex and detailed management of multiple diaries using Outlook (both forward planning and any urgent and ad hoc requests), avoiding clashes.
Pay special attention to cross jurisdictional time differences and calendar availability of invitees
Book internal and external meetings and appointments, meeting rooms, rescheduling of meetings and appointments to ensure there are no conflicts
Plan with catering, IT, other partners, or suppliers to facilitate meetings
ensure that supported diaries are up to date and contain all relevant information (e.g. accepted or declined, last minute or special arrangements).
Ensure the executive is well-prepared for meetings
Collect and collate updates from direct reports/relevant people to prepare contributions for meetings
Manage printing or dissemination of packs for attendance at regular key meetings, e.g., EXCO, Boards, LBCs etc
Manage time in diaries to allow executive appropriate time to prepare and read relevant documents
Attend meetings when required
Take minutes or notes as required and/or transcribe meetings and circulate for checking
Manage inboxes (own and those of the executive)
Screen requests, enquiries and emails and deal, delegate or diarise as appropriate
Deal with written correspondence, write letters and emails, take dictation, draft agendas, put together presentations and other materials, as requested
Compose and prepare letters relating to routine correspondence for the executive’s signature.
Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
Produce documents, briefing papers, reports, and presentations as required using Word, PowerPoint, Excel, Visio and, on an ad hoc basis, carry out specific projects and research
Arrange and manage travel, hotel, and taxi bookings, to include:
Adherence to KH’s Travel and Expenses Policy
Management of Travel Authorisation Forms
Liaising and booking with Concur and/or other travel providers, when permitted by policy
Making bookings with credit cards and maintaining records on behalf of executive
Research and comparison of prices, timings, alternative routes, when required
Submitting Out of Policy Forms
Book taxis or other transport, on request
Prepare, reconcile, and submit Expense Claims incl any Out of Policy forms – dealing with respective authorisations
Monitor expenses (under the executive’s control) against budget and suggest corrective action as required.
Liaise and build amicable working relationships with internal and external assistants to ensure straightforward dealings in all aspects of the role
Know and comply with the regulations, rules, and procedures, internal and external applicable in the context of the entities and achieve all mandatory training within prescribed.
Perform all duties in accordance with the principles outlined in the SG Code of Conduct, as well as the policies and procedures relevant to your responsibilities, to ensure that you adhere to a culture that treats clients fairly and focuses on the long-term sustainability of client relationships.
Individual contributor competencies as defined in the SG Leadership Model
Excellent written and verbal communication skills
Time management skills
Ability to pay attention to detail
Ability to multitask
Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, Excel)
Exceptional writing, editing and proofreading skills