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Executive Assistant to Mayor and Chief of Staff

Employer
West Midlands Combined Authority (WMCA)
Location
16 Summer Lane
Salary
£39,360 - £43,815
Closing date
17 Jul 2024
Reference
WMCA/TP/154/315

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Job Details

With a new Mayor in place at the WMCA, we now have various opportunities arising within the Mayoral Team. We are currently seeking an Executive Assistant to provide exceptional diary management support to the Mayor and Chief of Staff.
Additionally, you'll be responsible for providing excellent customer service to a wide range of external stakeholders and ensure efficient communications and support for the Mayor’s Office.
Please note before applying that given the political nature of this role, this is a politically restricted post.
What you will be doing.
  • Maintain a complex schedule and electronic diary, making informed judgements based on understanding competing demands, and prioritising appointments appropriately.  
  • Organise meetings, invite appropriate attendees, book meeting rooms and refreshments, and make travel and accommodation arrangements as required.
  • Respond to meeting requests for the Mayor and Chief of Staff, liaising with external and internal members.  
  • Ensure officer briefings are available for the Mayor and Chief of Staff in a timely manner..
  • Overall responsibility for managing incoming and outgoing invitations, managing a timely and effective service which promotes the reputation of WMCA as efficient and responsive, seeking advice from the Mayoral Support Manager where appropriate. 
  • Arrange, and provide papers and agendas, and follow up from the Mayor’s Diary Management meetings. 
  • Assist the Mayor and Chief of Staff in ensuring they are 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. 
  • Help promote the WMCA’s image and reputation by ensuring that the Mayor’s office provides a professional, courteous and responsive service at all times. 
  • Undertake relevant research and development of information and initiatives, analysing information and producing expository notes, production of management data and information, and development of presentations, reports and other materials.
  • Liaise on a regular basis with the Senior Managers, Management Team, other colleagues within WMCA, Members, and where necessary, Officers of District Councils and Operators to progress relevant issues ensuring known deadlines are met. 
  • Prepare and deliver any monthly reporting required and support the SLT member with drafting any correspondence as needed.
  • Monitor expenses and credit management, order, monitor professional fees and aid with expense claims.
What's essential. 
  • Experience of providing administrative support to senior leaders in the corporate, public or voluntary sector.
  • Experienced in complex diary management and the handling sensitive information. 
  • Demonstrable experience of operating in a busy, demanding and pressurised environment.
  • 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.
  • Exceptional organisational skills with a good eye for detail with the ability to work on own initiative, prioritise own work and manage a significant and varied workload, often with competing demands.
  • Ability to deal diplomatically with difficult situations and individuals.
  • Broad experience with Microsoft packages.
  • Good interpersonal skills; able to demonstrate tact and diplomacy when dealing with people at all levels. 
How to apply. On clicking ‘apply for this job’, you will be prompted to register for an account, which you can do using your name and email address. You will have the opportunity to upload a CV when registering. Uploading your CV will auto-populate the employment and education sections of your profile. Please note, we do not see your CV once you have submitted your application. Our shortlisting decisions are based on what you tell us in your profile - and so it is important to check the information is correct and format your profile so that it really stands out. You will be asked to provide a supporting statement which should fully outline your suitability for the role, highlighting how your skills and experience match the essential job criteria. If you already have one that you have prepared earlier, you can simply copy and paste this into the application form. For more information on how to apply, please visit the FAQ page on our career site.
Reasonable adjustments.If you have an accessibility need, disability, or condition that means you might require changes to the application or recruitment process (for example, you might need to submit your application in a different format), please get in touch with our Recruitment Team (careers@wmca.org.uk). We are here to assist and accommodate your needs.
Salary and benefits.We advertise salary ranges for job roles, with new appointments typically starting at the lowest salary point. In exceptional cases, where higher skill levels or experience are applicable, the salary point may be adjusted to secure the best candidate. This approach allows for potential year-on-year salary increases, offering progression and appropriate rewards to employees. Requests for salaries above the maximum advertised range will not be considered. 
We offer a comprehensive benefits package that includes a Local Government Pension Scheme (one of the most generous pension schemes in the UK), 28 days paid annual leave (plus an option to purchase more!), ethical saving options and healthcare plans, paid volunteering days, free financing for the latest technology, discounted shopping with over 2,000 big-name retailers, and more. For more information, please visit the benefits page on our career site.
Hybrid working and location. We believe hybrid working is the best way for our organisation to fulfil our commitment to a modern, agile workplace while continuing to provide a great service to our customers. Hybrid working means having flexibility between working in the office and at home on agreed days, where a role allows. 
The location for this role is 16 Summer Lane, Birmingham, B19 3SD. Whilst a hybrid working policy is currently in place, this role does require someone to attend the office 5 days a week. 
Creating an inclusive workplace.We are dedicated to creating a diverse, inclusive, and authentic workplace that reflects the communities of the West Midlands region. We believe that building a team with varied backgrounds and experiences will benefit us as an employer and enhance our work.
WMCA holds diversity accreditations, such as the RACE Code Quality Mark, Armed Forces Covenant (Gold status) and has been recognised as one of the Inclusive Top 50 Employers and The Times Top 50 Employers for Women. We’re a Disability Confident Employer with ‘Leader’ status, committed to interviewing applicants with disabilities who meet all the essential role criteria. 
We recognise that certain groups, such as women and people of colour, may be less likely to apply for roles if they feel they do not meet all the requirements. However, we encourage individuals who are passionate about the role and want to make a difference to still apply. We value potential and encourage applicants to highlight their skills, including transferable ones, even if they don't fit the traditional "perfect candidate" mould.
We gladly consider part-time, flexible, and job share arrangements, so please don't let these factors deter you from applying. If your values align with ours and you are dedicated to working towards a future that we can all be proud of, we would love to hear from you.
Right to Work in the UKApplicants will need to evidence that they have the legal right to work in the UK, in accordance with UK Home Office requirements, before any employment offer can be confirmed. 
Thank you for considering joining our team at WMCA. We look forward to receiving your application and the opportunity to work together towards our shared goals.

Attached documents
Executive Assistant to the Mayor and Chief of Staff JD.pdf

Company

WMCA has a dedicated careers portal for you to register and apply for jobs directly with us.  You can keep up to date with applications you have made, create a candidate profile and choose how we keep in touch with you.  You can access the careers portal here, https://wmca.wm-jobs.co.uk/members/

West Midlands Combined Authority (WMCA) was set up in 2016. We're made up of 18 local councils and 3 local enterprise partnerships (LEPs). Our goal is to make the West Midlands a happy, healthy, place to live. We do this by:

  • making it easier and safer to travel in and around the region
  • using derelict land to build homes
  • protecting our green spaces
  • making sure young people have the education and employment opportunities to make a great start in life
  • working together to support our communities and build a fairer, healthier and more inclusive West Midlands
  • tackling climate change 

Our role in the West Midlands has never been more important and in these extraordinary times we’ve shown we can step forward, speak up for our region and bring people together. Everything we do is focused on making life better for people in the West Midlands – that’s our reason for being here and it drives every move we make. We lead and support others to deliver our shared future vision for the region – a happier, healthier, better connected place to live and work.

We fully believe that we are only as great as the people who work for us and are committed to providing a positive, healthy and inclusive working environment where our people feel valued and respected. We’re ambitious, forward thinking and determined to find better ways of working, always leading the way in what we do. We trust and support each other to get the job done, and encourage creativity, originality and curiosity from those who work with us.

We’re committed to creating an accessible and diverse workplace, one that nurtures an inclusive environment where our people can be themselves. We are a “Leaders in Diversity” accredited organisation, are in the Inclusive Top 50 Employers List and are one of The Times Top 50 Employers for Women. 

If your values align with ours and you’re committed to working towards creating a future we can all be proud of, we want to hear from you.

Company info
Website
Telephone
0121 200 2787
Location
16 Summer Lane
Birmingham
West Midlands
B19 3SD
United Kingdom

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