Morgan Spencer
London, South East England
10 Jun 2017
10 Jul 2017
Contract Type
Full Time
Executive Assistant to CFO
12 Month FTC
Salary £35k-40k
Immediates Only

Key Relationships
Director of Human Resources, Executive Committee, Board Members, Managers, Corporate Governance Team.

Purpose of job 
- To optimise the efficient operation of the Executive Committee (EC) by providing a high level and proactive confidential executive support service to the Chief Finance Officer.
- To work closely with the Executive Assistant to the Chief Executive, EAs, Corporate Governance Team and others where appropriate to ensure that cover and support service for the Executive Committee is maintained.
- Assist with travel bookings for the wider London/Herts based organisation including fortnightly review of invoices.
- To work closely with the Executive Assistant to the Chief Executive on projects to support the establishment of the Executive office including setting up filing systems and maintaining the finance intranet site

Principal Responsibilities
- Complex Diary Management – manage the diaries and meeting schedules for Executive Committee members so as to make the most effective use of time, ensuring that they are forewarned of approaching deadlines, upcoming events and issues affecting schedules.      

- Conferences & Travel – organise meetings, attendance at training, conferences, travel arrangements, both in the UK and overseas, and accommodation when required and in conjunction with marketing and communications Team. Respond to travel booking requests sent to the group mailbox, ensuring compliance to travel policy and most cost/time effective travel is arranged.

- Document Control – manage and maintain accurate, efficient and modern filing systems, moving to e-filing where possible. Photocopy and collate documentation as required. Minute taking as and when required.  Ensure completion of key registers, business plans and ensure compliance with overall governance processes.

- Telecommunication – manage telephone enquiries to the Executive Committee from employers, fund members, agencies, the investment community and external contacts

- Inbox Management – monitor, screen, respond to and distribute incoming communications from employers, fund members, agencies, and external contacts. 

- Strategic co-ordination of key tasks for Executive Committee members,  maintaining a strategic focus on key priorities, identify shifting needs, anticipate upcoming issues and find ways to support the Executive Committee member goals. You will also be the first point of contact for visitors from other offices and therefore will be required to liaise with partners in their office to ensure consistency of service.

- Correspondence – print, collect and send emails / faxes as required and ensure that internal/external correspondence for EC is noted, received and actioned within timescales.

- Operational Efficiency – review operating practices and implement improvements where necessary.

- Research and Briefings – draft, coordinate and prepare briefings and conference packs for the EC members. Conduct research as required and coordinate project-based work. Create PowerPoint presentation slides or collate documents for Executive Committee members.

- Ensure that Executive Committee member offices are covered between their core hours of work, keeping the team updated when cover is required.

- Event Management – manage and facilitate hospitality for Clients, Board, Employers, and Managers. For ad hoc events, coordinating and liaising with facilities staff as appropriate.

- Knowledge Sharing – work alongside members of the Executive Office.

- Working alongside Finance Managers to help prioritise tasks in the absence of the CFO and to ensure all activities are delegated appropriately and are compliant with the corporate timetable.

- Meeting and greeting guests ensuring they get the best customer service experience including the provision of refreshments

Qualifications & Experience
- Two to three years’ experience of high level personal assistant work, in particular working with senior management on a 1:1 basis or 1:2 ideally in financial.
- Educated to Graduate standard or equivalent (e.g. appropriate NVQ or suitable level of experience).
- Must be fully conversant in Advanced Microsoft Office applications including PowerPoint and use of databases, excel, Word, typing / accuracy, and able to learn new systems quickly. 
- SharePoint experience is an advantage

Our REFER and be REWARDED scheme is about recognising and thanking you for telling your friends, family or colleagues about our services and how we could help them. The rules are simple:  Refer a friend or colleague who is not already registered with Morgan Spencer. If we place them in a permanent role, we will reward you with £150 of Gift vouchers of your choice.  Remember there is no limit on the number of referrals you can make, and therefore the rewards you can claim!!!

EQUAL OPPORTUNITIES Morgan Spencer Recruitment is committed to equal opportunities and actively seeks applications from all sectors of the community irrespective of gender, race, colour, nationality, ethnic or national origin, disability, marital status, sexual orientation, having responsibility for dependents, age, religion/beliefs, or any other reason which cannot be shown to be justified.

CONFIDENTIALITY: All applications are dealt with in strictest confidence and will be processed in accordance with the Data Protection Act 1998