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Job description

To provide high-level secretarial, administrative and personal assistance to the Group Chief Executive Officer and Senior Leadership Team, ensuring the smooth and efficient operation of the executive office. The role requires exceptional organisational skills, discretion, and the ability to manage competing priorities in a fast-paced energy sector environment.

Responsibilities

• Provide comprehensive PA support to the Group Chief Executive Officer, managing their diary, correspondence, and daily schedule with minimal supervision.
• Coordinate and prepare materials for board meetings, leadership team meetings, and other executive forums.
• Take accurate minutes at board and senior management meetings, ensuring timely distribution.
• Screen calls and correspondence, responding independently where appropriate and prioritising matters requiring the CEO's attention.
• Manage complex travel arrangements, including international bookings, itineraries, and accommodation.
• Maintain confidential files, reports, and records, including maintaining company secretarial information for the Phoenix Group.
• Coordinate board meeting schedules, prepare agendas in consultation with the CEO, and compile board packs.
• Liaise with non-executive directors and ensure they receive appropriate information and support.
• Maintain confidential filing systems for board papers, contracts, and sensitive corporate documents.
• Support the preparation of annual reports, AGM materials, and other corporate documentation.
• Act as first point of contact for internal and external stakeholders seeking access to the CEO.
• Build and maintain effective relationships with key stakeholders including investors, regulators, and business partners.
• Coordinate communication between the CEO's office and other departments across the group.
• Represent the CEO's office professionally in all interactions.
• Manage office systems, procedures and administrative processes to ensure efficiency.
• Coordinate hospitality arrangements for visitors, meetings, and corporate events.
• Process expenses and maintain accurate records for the executive office.
• Provide administrative support to other senior executives as required.
• Provide research and analytical support for strategic projects and initiatives as directed.
• Prepare presentations, reports, and briefing materials to a high standard.

Skills and Qualifications

Essential Skills

• Minimum 5 years experience as a PA or Executive Assistant supporting C-suite executives.
• Previous experience in a corporate secretarial capacity or supporting board-level governance.
• Strong working knowledge of corporate governance principles and Companies House requirements.
• Experience working within a regulated industry or complex organisational environment.
• Proven track record of managing confidential and sensitive information with discretion.
• Exceptional organisational skills with ability to manage priorities and deadline simultaneously.
• Outstanding written and verbal communication skills, with ability to draft correspondence and documents to a professional standard.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail and commitment to accuracy in all work.
• Excellent interpersonal skills with ability to build rapport with stakeholders at all levels.
• Proactive problem-solver who can work independently and use initiative.
• Ability to remain calm and professional under pressure.
• Strong judgement and decision making capabilities.
• Absolute discretion and ability to handle confidential information appropriately.
• Professional, polished demenaour with excellent business etiquette.
• Flexible and adaptable approach to changing priorities and demands.
• High degree of emotional intelligence and political awareness.
• Commitment to continuous improvement and professional development.
• Resilient with positive, can-do approach.

Desirable Skills

• Chartered Secretary qualification (CSA) or working towards.
• Degree-level qualification in Business Administration or related field.
• Experience within the energy sector or related industries.