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Corporate Executive (London)

Posted: 17 Jul 2019 Closes: 31 Jul 2019
124 Horseferry Road, London, SW1 Competitive
Variable 5269

Job Title: Corporate Executive (London)
Reports to: Chief Executive / Senior Executive Assistant
Department: Corporate

JOB PURPOSE
This is a great opportunity for someone who wants to learn and develop in the CEOs office and be at heart of the organisation, in a lively and fast-paced environment.
You will be providing a high level of varied administrative and organisational support within the CEO’s Office. You will need to be an excellent communicator with good judgement in dealing with people and confidential issues.  You will also need to be comfortable engaging with internal and external stakeholders, as well as some industry
professionals.
Your work will include supporting the work of the Senior Executive Assistant (SEA) to ensure that they are able to work as efficiently and effectively as possible.   You will take ownership of specific areas of administrative support for the CEO; acting as an alternate to the Senior Executive Assistant in their absence and working closely with C4’s Chief of Staff.
The job would suit someone with outstanding administrative skills wishing to ‘learn the ropes’ at the heart of a busy organisation, or an experienced administrative
professional.

KEY RESPONSIBILITIES

Core areas of responsibility
• Manage CEO letters process, including a log and co-ordination of responses, ensuring accurate records and tracking and reflecting the requirements of the CEO and Chairman Letters Protocol
• Manage a record and tracking system for CEO notelets to Producers
• Co-ordinate briefings/presentations/speeches/tapes for the CEO in advance of meetings/events, supporting a forward-looking view by ensuring these are
commissioned, delivered and printed for CEO in a timely manner
• Co-ordinate CEO event and platform requests, working with C4’s Corporate Relations and Press & Publicity teams, including management of the ‘CEO Office Requests’ in-box
• Prepare CEO’s diary analysis sheet
• (With the SEA) Maintain efficient filing systems and document management system for projects, documents and correspondence
• Assistance with typing up notes, editing reports, presentations and project plans as required and the distributing of the finished materials to
relevant parties
• Capture actions in meetings as required
• Administrative support in relation to priority CEO projects in liaison with Chief of Staff and Planning/PMO
• Liaison with other department PAs and EAs, and be flexible to share workload in peak times if and when necessary
• Complete personal errands
• Other administrative support as required
Alternate/additional support for SEA as required
Provide alternate/additional support for the SEA as required in the following areas;
• Diary management
• Arrange and coordinate meetings/appointments/dinners with suppliers, industry groups and internal C4 staff including catering provision and meeting
and greeting participants
• Prepare Weekly Long list
• Prepare Weekly Call sheet
• Travel management
• Daily printing
• Invitations
• Provide support on approvals for CEO direct reports, including: expenses, invoices, Holiday requests
• Process CEO Expenses
• Preparation for fortnightly Exec team meetings - Logistics/ForwardAgendas/uploading to Boardpad/DiligentBooks
• Agenda for Weekly Communications Look Ahead Meeting


ESSENTIAL EXPERIENCE AND SKILLS
• Proven experience of delivering a high level of administrative support to senior leaders Prior experience of dealing with highly confidential information and data
• Very discrete and acts with integrity at all times
• Excellent time management skills and attention to detail; ability to multi-task and organise and manage your own workload by prioritising, and
reporting back on completion
• Good verbal and written communication skills
• Calm, resilient and flexible - it gets very busy and pressured
• Proven ability to build and nurture effective working relationships at all levels of seniority, internally and externally; a natural people person
•  Proactive attitude and the ability take responsibility and display resilience when dealing with difficult situation
• Ability to look ahead and spot key things needed in advance on the Chief Executive’s behalf – papers, presentations, tapes
• Friendly, collaborative, team player: someone who will contribute to a happy, supportive and fun department atmosphere
• Advanced MS Office skills - PowerPoint, Word, Excel
• Prior experience of travel management, processing expenses and event organisation
• Prior experience of meeting organisation for senior leaders and stakeholders alongside minute taking and agenda creation 
• A good awareness of C4 business areas or ability to build this very quickly
• Demonstrates a passion and interest in media/creative industries

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