Executive Assistant to People Director

Vacancy Name Executive Assistant to People Director
Vacancy No VN1611
Location City London
Location Country United Kingdom
Job Description Job Title: EA to People Director
Reports to: People Director
Department: People Team
Location: London, Horseferry Road, SW1P 2TX
Contract: Permanent Contract

DEPARTMENT DESCRIPTION

Looking after the people who work here, making sure they are properly supported and rewarded, and their potential is realised. We can only ever be as good as our people and the People Team makes sure we attract and retain the very best.

The People Team supports our three core business areas: Creative, Commercial and Operations. Each of these is supported by the Generalist team, made up of Senior People Partners and People Partners working in conjunction with the People Operations team, including People Assistants and specialists in Reward, Learning & Development, Talent Acquisition and Systems.

As a team, we help the business to improve and evolve and ensure that our people are supported, developed and engaged as they deliver on Channel 4’s remit.

JOB PURPOSE

To provide comprehensive EA support to the People Director and administrative support to the People Director’s team, ensuring the smooth running of the department.

KEY RESPONSIBILITIES

• Day to day diary management for People Director, dealing with changes and reprioritising as required. Support Head of Learning and Development diary specifically and People leadership members ad hoc as required.
• Scheduling preparation meetings for People Director and necessary stakeholders in a timely manner ensuring cadence is correct relevant to deadlines or approval chain, ensuring the people director has enough time to prepare for monthly/quarterly meetings e.g. Board and other relevant meetings.
• ‘Front-of-house’ for the department, coordinating team requirements in a professional, timely and positive way. Preparation for meetings (internal & external), liaison with guests, organise briefings, booking rooms & equipment.
• Dealing with email correspondence ensuring they are replied a timely, confidential manner and circulated to relevant team member as appropriate.
• Produce reports, presentations, minutes, and correspondence.
• Manage team shared drive, saving documents/folders appropriately and cascading documents to people leadership in a timely manner.
• Scheduling, preparing content, taking minutes, and following up on action points – of both routine leadership meetings and other adhoc sessions as necessary.
• Fully understand the priorities of teams and be the ambassador to the organisation when interacting both internally and externally with key contacts.
• Arrange travel itineraries and venue bookings.
• Update power point /check for consistency to ensure everything going from the People Director’s office is of a high standard.
• Manage invoices requiring People Director approval via Basware system.
• Be the eyes and ears on the ground to support our inclusive culture and escalate any relevant issues with the people director.

ESSENTIAL SKILLS AND EXPERIENCE

• Proven experience of working at Executive level, and with confidential materials and issues.
• Strong diary management experience with the ability to juggle busy schedules and conflicting demands.
• Excellent organisational skills with very high attention to detail.
• Excellent communication skills - both verbally and writing/proof reading.
• Efficient multi-tasker with the ability to remain calm under pressure and prioritise own workload.
• Has advanced knowledge of the most common software packages, including Microsoft Outlook, PowerPoint, Word, and Excel. Has depth of understanding to resolve software problems. Can support the People Director in leveraging digital and social media technology to enhance communication.
• Exposure to highly confidential and sensitive information. A demonstrable attitude with a high degree of discretion is required. Confidentiality is imperative.
• Highly organised and able to prioritise effectively with minimal supervision.
• Confident and proactive, with a communicative, collaborative approach to providing support.
• Ability to think on feet and to react quickly to problems and solve them.
• Calm demeanour and able to function well under pressure.
• Has a passion for and is aligned to the Channel 4 values and remit.
• Role model creating an environment of inclusive culture.

Salary Competitive
Application questions to complete To complete your application please provide a response to the below application questions, you can upload your response to the application questions as an attachment when submitting your application. This can be attached to your application as a PDF or Word document.

• Please outline how you meet the ‘Essential Experience & Skills’ outlined in the Job Description (Max 500 words)

Benefits There are a million reasons why it’s great to work at Channel 4, here are just a few of the perks for you;

26 days annual leave (including a day off for your birthday)

Company funded Private Medical Insurance

A generous Group Personal Pension

Access to our flexible benefits scheme including dental, travel insurance, health screenings and more!

Applications Close Date 07 Apr 2023