Deputy Head of Mayor’s Office&Executive Assistant to the Mayor

Working on behalf of a Local Authority, Aatom Recruitment has a great opportunity for a Deputy Head of Mayor’s Office & Executive Assistant to the Mayor on an initial 2 months contract with the possibility of further extension.

Overall purpose of the role:

The Deputy Head of the Mayor’s office and Executive Assistant to the Mayor is a vital role supporting the Mayor and Cabinet so that they can undertake their executive and civic functions effectively. The role will involve:

⦁ Working with minimal supervision to provide an excellent diary management and executive PA support service to the Mayor.
⦁ Deputising for and supporting the Head of Mayor Office in the provision of an excellent office and administration function to the Mayor.
⦁ Maintaining good relationships with the Chief Executive, Members, Corporate Directors, officers within the client, stakeholders and partnership bodies to support the Mayor.

Key Tasks and Accountabilities:

⦁ To be responsible for maintaining a complex schedule and electronic diary accurately, making informed judgements based on understanding competing demands, and prioritising appointments appropriately. To include:

• Organising meetings and inviting appropriate attendees.
• Responding to meeting requests for the Mayor and liaising with officers of the client and members of external organisations over meeting, visit and event arrangements.
• Commissioning briefings for the Mayor and chasing as needed.
• Making travel and accommodation arrangements as required.
• Making any special arrangements for meetings or events as required such as booking photographer.
• Booking meeting rooms and refreshments as required.
• Overall responsibility for collating and replying to invitations appropriately and in a timely manner, seeking advice from the Mayor, Office Manager and other client Officers as needed.
• Overall responsibility for arranging, providing papers and agenda for and following up weekly Mayor’s Diary Management meeting.

⦁ To provide a telephone answering service on behalf of the Mayor dealing with a wide range of calls from residents to high profile VIPs and to provide a professional and knowledgeable service to all telephone callers, ensuring that the reputation of the Mayor and the client is maintained at a high level.

⦁ To assist the Mayor in ensuring she is fully prepared and briefed for meetings, including the collation of briefing materials, reports and any other documentation required ensuring that the content is relevant and accurate and style and layout is appropriate. To manage a bring forward filing system to ensure the Mayor and the Mayor’s Office can work effectively.

⦁ To help promote the client’s image and reputation by ensuring that the Mayor’s office provides a professional, courteous and responsive service at all times.

⦁ To have the ability to function in a highly pressured environment, with competing demands and a significant workload, with the ability to prioritise and ensure a professional and high level of service to the Mayor is maintained at all times.

⦁ To build, develop and maintain good working relationships with very senior people in a wide variety of organisations and to be able to deal with sensitive and difficult matters.

Essential eligibility criteria:

⦁ Experience of operating in a busy, demanding and pressurised environment
⦁ Experience of dealing with a busy and complex diary
⦁ Experience of working with members/MPs/ministers/senior local government officers
⦁ Experience of managing staff
⦁ Experience of managing and dealing with highly sensitive casework

⦁ Educated to degree level or has equivalent work experience

⦁ Persuasive written and verbal communication skills, able to act with sensitivity and tact, to inform, advise and persuade, and have the confidence and ability to deal with a wide range of people and situations.
⦁ Able to work in a confidential environment, using a high level of discretion.
⦁ First-class organisational skills with a good eye for detail

⦁ Excellent customer service skills
⦁ Good interpersonal skills; able to demonstrate tact and diplomacy when dealing with people at all levels
⦁ Flexible, pro-active and responsive approach to work
⦁ Displays resilience, skills and reliability under pressure

If you are interested in this role, please contact Pocholo!