Executive Assistant to MD & COO

Who are we?

South Western Railway (SWR) operates over 1,500 services each weekday across the network and employs more than 5,000 people. We provide easy and convenient mobility, connecting people and communities in South West London, southern counties of England, and the Isle of Wight.

Join our team and help us continue to bring people together to get the most out of life.

About the job

Responsible for the organisation of the Managing Directors & Chief Operating Officers time. Ensuring the smooth running of their work and day in an ever-changing environment where priorities can alter quickly. Providing all round key administrative and business support, you will also build and manage effective relationships with both internal and external stakeholders.

Your main responsibilities will be:

• Provide effective diary management at a Senior level, taking into consideration meetings are appropriately and sensitively prioritised to meet the requirement of the MD and COO.
• Answer queries relating to individual availability, meeting facilities and room bookings
• Act as a channel for the flow of high level and sensitive information and use sound judgement and problem-solving skills when making any recommendations / suggestions.
• Maintain integrity and discretion in handling and processing confidential information that is also in accordance with required data protection standards.
• Proactively manage email accounts and inboxes, answering emails on behalf of Directors where appropriate.
• Screening and dealing with calls and correspondence proactively, responsibly and professionally, including drafting letters and emails with an awareness of Directors' priorities.
• In collaboration with the External Stakeholder team, help to maintain the Managing Director correspondence tracker, to ensure a timely response to key external stakeholders, such as MPs and Councillors.
• Prepare Executive papers, agendas, and actions as well as aiding with any other documentation and presentations as required.
• Collate information and carry out research as needed to support the MD and COO as and when required.
• Attend Executive meetings taking minutes and actions. Ensuring the timely circulation in preparation for the following meeting.
• Plan a yearly calendar of meetings including a range of monthly meetings and events, including booking venues and liaising with key departments and Senior Management.
• Manage, plan travel itineraries to ensure best use of time as well as assisting with cost effective travel
• Foster strong relationships liaising with a wide range of internal and external contacts all of which will help to facilitate cooperation and collaboration.
• Order items and manage the budget for SBC kitchen and stationary items.
• Raise Purchase Orders where required. Process all invoices and expenses in line with policies.
• Where needed distribute and track legal documents for signature e.g., Leases and Tenancy agreements.
• Provide cover for the other PAs to Directors during periods of sickness and annual leave.
• Library management and document upkeep of the library

As a minimum, you will need to have:

• Educated to a high standard, preferably A Level or equivalent, or significant proven experience in a fast-paced administration environment.
• Proven experience of ability to prioritise and time manage, working in a busy administration environment.
• Proven experience of working in a confidential environment.
• Able to communicate clearly via a range of means and with people at all levels of the business.
• Experience of working in a commercial environment and displaying business acumen.
• Experienced in working in a team.
• Experienced in working from own initiative.
• Good knowledge of Microsoft Office IT systems.
• Strong data analytical skills and ability to make information clear for presentations.

Desirable

• Trained qualified PA highly desirable.
• Previous experience of diary management.
• Working knowledge of Microsoft applications.

About the location

South Western Railways HQ is based on the 4th Floor at South Bank Central, a stone's throw from the River Thames and a 10 minute walk from our busiest station, Waterloo. It is local to many well-known attractions, restaurants and retail facilities and is easily accessible by public transport. 

Working pattern

Working an average of 37 hours per week over 5 days

Office hours

The Reward

In return we offer a competitive salary and a variety of valuable benefits, including:

• Free duty and leisure travel on SWR services for employees
• Free leisure travel for spouse/partner and dependants (criteria dependent)
• 75% discount on many other train operating companies
• Full training and support with development
• Excellent pension scheme

We all belong at SWR. Our vision is to provide an inclusive environment for all colleagues, ensuring all candidates have an equal opportunity to access meaningful employment.

We value our differences such as age, gender, LGBTQIA+, ethnicity, religion, and disability. We maintain a zero tolerance towards any form of prejudice towards our colleagues, customers, and future talent.

We celebrate and encourage diversity of thought, progressive ways of working and seeing all our colleagues grow and thrive.

If you require additional support to complete your application due to a disability or neurodivergent condition, for example, dyslexia, dyspraxia, or autism, please follow the links below.  We encourage you to share any additional needs you may require so we can provide a fair and equal process for all who apply.

https://exceptionalindividuals.com/neurodiversity/

https://www.healthassured.org/blog/neurodiversity/