CEO office Manager

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Job Description

Salary: "Base salary: £38,850 pa to c.£45,700 pa depending on skills and experience. In addition, we offer flexible benefits fund of 15% which is paid on top base salary and is fully pensionable, as well as a range of competitive benefits - check them out in the Benefits section on our website.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential. In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.

The CEO Office Manager provides essential office management support to a busy executive officer, ensuring smooth operational management of the CEO Office. This role encompasses diary management, financial and project tracking, coordination of correspondence and logistical support for meetings and events.

The Office Manager enables the CEO and Chief of Staff to focus on strategic priorities by undertaking all business management tasks and co-ordinating cross-functional support.

About the role:

• Effective diary and engagement management to ensure the most efficient use of the CEO's time
• Monitor and manage emails that need prioritising and responding to on CEO's behalf
• Act as a first point of contact and representative for all enquiries for information, dealing with incoming queries and ensuring effective management of access to the CEO and wider Office
• Proactively manage and coordinate the CEO's diary of internal and external meetings, including all professional engagements and other appointments
• Manage the business planning process, working with the Financial Business Partner to keep to company timescales for the delivery of annual business plans.
• Assist in aligning workforce planning with business strategy
• Manage financial tracking, forecasting and budget management, fulfilling all business management activity on behalf of the CEO Office.
• Undertaking various contract and financial management activities required including ensuring that financial forecasts for CEO Office are up to date
• Assist in aligning workforce planning with business strategy
• National and international travel management including short term revisions
• Plan and change a busy schedule, including managing conflicting appointments, liaising with senior colleagues, other PAs and external stakeholders.
• Forward planning to commission and collate briefing packs, meeting papers and all other documentation
• Manage correspondence on behalf of the CEO, ensuring letters and responses to letters are recorded, allocated and appropriately responded to.
• Maintain new and existing administrative systems and procedures to ensure the effective provision of support to the CEO
• Attend, participate in and minute meetings, with both internal and external stakeholders, recognising priorities and facilitating follow-up actions
• Managing confidential and sensitive materials
• Work with External Affairs to manage external events and speaking engagements ensuring that speaking notes and presentations are commissioned and prepared on time.
• Work with the Chief of Staff to manage the coordination of internal and external CEO Office events.
• Format presentations for use in board and executive meetings to ensure clear, high impact presentations
• Act as a key lead across the Directorate PA and Administrator job family within HS2; develop and maintain a technical competency framework and promote excellence and consistent ways of working across this capability area.
• It is expected that you will actively promote and embed Equality, Diversity and Inclusion (EDI) in all your work and support and comply with all organisational initiatives, policies and procedures on EDI
• Act as Line Manager for the CEO Office Team administrator

About You:

Skills:
• Organisational skills, with the ability to manage complex schedules, prioritise, allocate and organise appointments and meetings in a logical manner
• Financial and project management skills for supporting budget tracking and workforce planning
• Able to complete support and administrative tasks to agreed deadlines with attention to detail
• Meeting management - prepare appropriate documentation and briefings for meetings;
• Computer and IT skills across Microsoft Office Suite
• Communication skills and ability to act with discretion, tact and diplomacy when representing the CEO with a wide range of internal and external stakeholders
• Relationship building skills with the ability to manage and influence a wide variety of stakeholders both internally and across Government and Private Sector.
• Problem solving and dealing with ad-hoc issues whilst also being able to work to specific procedures or protocols
• Ability to take on projects from beginning to end, ensure effective management of the CEO and their office

Knowledge:
• Knowledge of executive office functions and business management
• Understanding of project management
• Understanding of governance, board and senior meeting processes

Type of experience:
• Experience of working in a high performing office, including managing workload and meeting deadlines
• Experience of handling sensitive and confidential information
• Demonstrated ability to work with executive-level leaders and stakeholders
• Behavioural Competencies: The post-holder is expected to behave at all times in a manner consistent with HS2 company values.

About Us

High Speed 2 (HS2 Ltd) will be the UK's new high speed rail network. As well as improving capacity, the new scheme will shorten journey times between a number of Britain's major population centres, boost the economy and create thousands of jobs.

HS2 Ltd will create a skills legacy and develop a diverse range of talent. We aim to be a leader in EDI practice by creating a safe & inclusive working environment for all our staff - living our values of Safety, Respect, Integrity and Leadership.

In practice, this means we are positive and inclusive about making adjustments, providing flexible working, encouraging our staff networks to flourish and providing personal and professional development opportunities.

HS2 Ltd is also a safety-critical organisation. Employees are required to ensure reasonable care of their own and others' health and safety by taking personal responsibility for working to our 'Safe at Heart' programme principles and following safe working procedures at all times.

HS2 Ltd endeavours to ensure everyone working for us and with us feels included, thrives and achieves their full potential.