Assistant Executive Manager

The Assistant Executive Manager will play a crucial role in providing support for the wider directorate or office across the key areas of: Administration, Governance, Advisory and non-operational Resourcing.  

This role will form part of a team responsible for ensuring the respective directorate or office is able to achieve its objectives and manage wider business priorities.  

This role will work closely with the Executive Manager in supporting with the day-day management and administration of the Executive Support Office. 

Key Responsibilities: 

• Providing support on administration, advisory, governance and non-operational resourcing matters for a respective office area, working with other Executive Support Office role holders to deliver activities in a timely and effective manner  

• Responsible for supporting in the management and delivery of internal administrative processes within the directorate or office. This includes Headcount Controls.  

• Responsible for the ownership and improvement of effective systems for effective handling of work, internally and across directorate areas, ensuring compliance with management system rules  

• Responsible for coordinating engagement with business partners/specialist teams and commissioning of support services (including but not limited to SHE, HR, Legal, Finance, CCA (including press office and public affairs teams)  

• Accountable for providing support to the office in facilitating engagement with internal and external stakeholders on matters impacting decision making  

• Accountable for supporting the office in preparing information for activities such as FOIs, Mayor’s Questions, Legal Compliance reporting and Business continuity planning  

• Responsible for internal communications planning and delivery (in collaboration with Support Services)  

• Accountable for the efficient co-ordination and maintaining of information, documents and records for the respective directorate or office  

• Accountable for supporting the wider directorate in the administration and engagement of internal SHE obligations for the area (including but not limited to: PGIs, Safety tours; Senior Management engagement; DSE Assessments and compliance emails; carbon literacy training)  

• Accountable for supporting activities which contribute to the success of TfL’s internal governance processes, this includes collating information for submissions in accordance with Boards, Panels and Committees 

• Responsible for the management of purchasing and low-value procurement (including raising POs, liaising with vendors, and Finance) 

• Accountable for providing support to adhoc/special projects on behalf of the Executive Support Office to support wider continuous improvement initiatives 

• Manage procurement and budget support activities, including purchase orders and managing invoices. 

• Manage local databases and maintain data  

• Potential cross-organisation support to the GLA. 

• Provide administrative support to the wider office, including supporting on inductions, minute/notetaking, management and maintenance of directorate mailbox and distribution lists, supporting directorate events i.e. all team meetings, Lunch & Learns.    

• Support Team Audits, (Fire Warden, First Aiders, Audit Action tracker). 

• Provide appropriate support and cover to the Executive Manager as and when required

Skills, Knowledge and Experience: 

Knowledge: 

• Good knowledge of TfL management/administrative systems  

• Knowledge of Microsoft Office applications  

• Awareness of key contacts internal and external to the respective office/directorate  

• Good knowledge of TfLs policies and processes (including resourcing)  

• Awareness of internal & external communication methods  

• Awareness of TfLs political relationships with key internal & external stakeholders  

• Knowledge of how to support strategic business management and planning practices 

Skills: 

• Good written and verbal communication skills  

• Ability to build effective working relationships with colleagues across the organisation at all levels  

• Flexible in providing support in varying activities across the office environment  

• Good influencing skills in the context of engaging with internal and external stakeholders of varying complexity 

Experience: 

• Experience of engaging with internal and external stakeholders  

• Experience of working within a large and complex organisation with political considerations  

• Experience of supporting directorates or offices with administrative Resourcing  

• Experience of engaging in external queries/correspondence 

Benefits

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow.  Rewards vary according to the business area but mostly include: 

• Final salary pension scheme 

• Free travel for you on the TfL network  

• Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home or 75% reimbursement on a 28-day flexi ticket 

• 30 days annual leave plus public and bank holidays 

• Private healthcare discounted scheme (optional)  

• Tax-efficient cycle-to-work programme 

• Retail, health, leisure and travel offers  

• Discounted Eurostar travel 

Equality and Diversity 

We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.