Executive Assistant

Executive Assistant, London, Permanent

The Executive Assistant has responsibility for the effective administrative and business support of Executive Management and their teams. Activities are varied from diary and email management, travel and logistics to meeting management and support, reporting requirements and internal and external events. The role may also assume responsibility for ad hoc projects and initiatives.

 

Key Accountabilities

• Offering administrative assistance to designated Executive Management, which includes handling diaries, correspondence, and expenses, as well as making informed decisions or delegating tasks on their behalf while alleviating administrative burdens
• Responsible for the planning and coordination of the schedule of meetings for the Directorate including scheduling, forward planners, agenda management, coordinating timely submission of papers, assembling briefing documents and maintaining accurate minutes and action logs
• Oversees regular reporting responsibilities on behalf of the Directorate (e.g. regulatory, CEO, Board, Gold Command, internal and stakeholders) developing and managing reporting schedules to ensure timely submissions
• Coordinates internal and external communications, as appropriate, on behalf of the Directorate including maintenance of Intranet pages
• Supports the review and proof-reading and QA of documents including reports and presentations for internal and external meetings, committees, ExCo and Board to ensure internal standards are met in terms of house templates and house styles
• Efficiently manages the action log for Directorate meetings, liaising and meeting with action holders at all levels to ensure agreed actions are completed to timescale and quality
• Supports the management of Directorate invoices, cost centre and budgets, working with Finance Business Partners to ensure value for money and costs are on track and within budget
• Coordination of on-boarding and induction for Executive direct reports liaising with People, IT and Security to ensure a positive experience for new colleagues as they join Directorates and Pay.UK
• Supports the management of risk and compliance tracking activities for the Directorate including tracking of compliance monitoring and training
• Builds and manages internal and external stakeholder relationships on behalf of the Executive and teams at all levels up to and including Board as necessary
• Attend or lead meetings on behalf of the Executive or team representing the function or department
• Manages internal and external events (away days, team days, customer events) from end to end, including venue booking, catering, invitations and supplier liaison
• Undertakes appropriate ad hoc projects and initiatives as requested to support continuous improvement and business efficiencies across the Directorate and Pay.UK
• Provides cover for Executive Assistants within the team to ensure Executive Management support is constant and consistent.

 

Qualifications, Skills & Experience

• Previous experience in an administrative, executive assistant role
• Stakeholder management experience of operating at a senior level and liaising with Executives, Directors/ Board
• Proficient in systems and IT to leverage technology for enhanced efficiency. Microsoft office essential
• Advanced organisational and planning capabilities that enable the management of several competing tasks while preserving work excellence
• Advanced and responsive communication capabilities, paired with the ability to create valuable relationships and ensure alignment at every level
• Functions effectively in self-directed environments, taking responsibility for delivering tasks and projects without requiring close oversight
• Skilled at addressing challenges and adept at manoeuvring through different degrees of uncertainty while making sound decisions
• Exhibits effective time management strategies, adept at managing deadlines and navigating multiple high-priority tasks
• High degree of integrity and the ability to handle highly sensitive and confidential information and discussions.
• Proficient in encouraging a collaborative team culture and cross-functional working
• Accurate minute taking and noting of actions in meetings.

 

At Pay.UK, we value diversity and inclusivity. Research has shown that candidates from underrepresented groups may hesitate to apply unless they meet all the requirements listed. We encourage all qualified candidates to apply, regardless of how closely their skills and experience match the requirements. We are committed to supporting accessibility needs and creating a welcoming environment for all employees. Become part of our team and contribute to the creation of an inclusive work environment that values everyone's unique input.

 

About Us

Pay.UK maintains and develops the UK retail payment systems and standards that are core to the economy being able to function on a day-to-day basis.

From Bacs to Faster Payments and cheques – we act as the single operator for all UK retail payments. We put the needs of consumers and businesses at the heart of everything we do, working in the public interest to ensure that the systems the country relies on for its banking transactions are safe, open, innovative and resilient.

Our payment systems underpin the services that enable funds to be transferred between people and institutions. In 2023, the UK's retail payment systems processed 11.4 billion transactions worth £9.3 trillion through Bacs Direct Credit, Direct Debit, Faster Payments, and cheques, and our Current Account Switch Service has facilitated over 10.2 million switches since its launch in 2013.

Every day, people and businesses use the services we provide to get their salaries, pay their bills and make online and mobile banking payments. Our vision for the future is to enable a vibrant economy, with Pay.UK delivering the best-in-class payment infrastructure and standards for the benefit of consumers and businesses nationwide.

 

 

Benefits & Additional Information

• 12% Non-contributory pension
• Discretionary annual bonus 
• 30 days annual leave (excluding bank holidays)
• Private medical insurance, life assurance, income protection, health cash plan, dental insurance, Bupa medicals etc
• Employee assistance programme
• Cycle to Work Scheme
• Season ticket loan
• Annual fitness subsidy of up to £500 per annum
• Working from home policy - minimum 40% in the office (eg. 2 days in the office over a 5 day working week)

Please note:

• Some of our benefits are only available to colleagues upon successful completion of the probationary period.