The role

The Project Executive Assistant will report directly to the Alliance Director and strategically support them in the management of their working operations, as well as supporting the Alliance Management Leads (in total five senior stakeholders).

Key accountabilities

• Act as the Executive Assistant to the Alliance Director, Deputy Alliance Director and Commercial Director as well as supporting the Alliance Management Leads as required i.e. production of board packs, coordination of diaries, administration of cyclic AMT / ALT meeting schedules, organisation of leadership meetings, AMT Car reservations
• Alliance Line management of office administration / reception staff
• Expense processing for the Alliance e.g. venue costs, travel etc.
• Alliance business rhythm management including preparation of meeting agendas, performance of research for meetings, and take formal records of during meetings including Quarterly Stakeholder & Community Engagement Steering Group meetings
• Book business logistics via approved arrangements, e.g. travel arrangements, transportation, and accommodation for senior management, where appropriate
• Communicate with Alliance Leadership Team, coordinate agenda and reporting packs
• Liaise with other Alliance teams / staff members on behalf of senior management
• Plan, organise and execute events on or off site, such as Team Brief Plus, Early Talent Networking, Supervisors' forum
• Manage and co-ordinate Constructive Collaboration Tool deployment leading as SPoC for consultant
• Manage and coordinate collaboration training for Project, manage and lead as SPoC for collaboration coach and other external consultants
• Logistical support with arrangements for community support activities e.g. educational visits, volunteering events and local area forums
• Flexibility to work within the team to help achieve overall project objectives

Skills & experience

Expected

• Discretion and trustworthiness: you will often be party of confidential information
• Flexibility and adaptability
• Excellent verbal and written communication skills
• Logistical planning / organisational skills
• Proactive and take the initiative
• Output driven
• Tact and diplomacy
• Strong knowledge of standard software packages and the ability to learn alliance-specific software if required

Desired

• Proven experience in a similar role

Location

2nd Floor | Phoenix House | Elder Gate | Milton Keynes | MK9 1AW