Executive Assistant

What you’ll be responsible for

The following are essential requirements for the recruitment of the role:

Qualifications
•    NVQ level 3 Business Admin Qualification or equivalent

Experience
•    Substantial experience supporting senior leaders.
•    Expert User of SRM purchasing system
•    Expert User of SAP 
•    A high level of proven practical experience and formal training to handle highly sensitive regulatory and customer information with discretion and confidentiality, ensuring compliance with data protection standards and organisational policies

Knowledge & Skills

•    Highly specialised level of discretion and confidentiality, especially when handling regulatory and customer-sensitive information.
•    The ability to communicate with and influence individuals within and outside of the organisation to support the needs of the Directors
•    Excellent organisational, communication and interpersonal skills.
•    Strong IT skills, including proficiency in Microsoft Office and industry-specific systems (e.g., procurement, compliance and incident management platforms).
•    Ability to be adaptive and manage multiple priorities and work under pressure, particularly during operational incidents or regulatory deadlines across the whole of the broader organisation
•    Proactive, flexible and solution-focused approach, with an understanding of the water sector’s operational and regulatory context and the freedom to interpret the issue and solve problems at source.

About you

To provide high-level, proactive and confidential administrative support to three Directors on the Dwr Cymru Executive (DCE). Although the role supports three Directors, the Executive Assistants (EAs) report to the Assistant Company Secretary. The EA will ensure the smooth running of the Directors’ offices, enabling them to focus on strategic and operational priorities that impact water services, compliance and stakeholder engagement.

1.    Diary, Email and Communication Management
•    Proactively manage complex diaries for three DCE Directors, including scheduling, prioritizing and resolving conflicts for meetings such as Board, Leadership, Health & Safety and regulatory forums.
•    Monitor and manage email inboxes, filtering, responding and escalating as appropriate, especially during periods of absence or annual leave.
•    Act as the first point of contact for internal and external stakeholders, including regulators (e.g., NRW, EA, Ofwat), partner organisations and senior managers

2.    Meeting and Event Coordination
•    Arrange, prepare agendas, take minutes and co-ordinate the completion of actions for a wide range of meetings, including Leadership Meetings, Steering Groups, TU Forums and operational reviews.
•    Organise and manage events, workshops, conferences and site visits, such as managing and arranging logistics, travel, accommodation and itineraries, often involving operational sites and external partners.
•    Develop, co-ordinate and Issue communications for business-critical events such as incident management, business continuity and seasonal planning (e.g., winter readiness, drought response) to relevant members of staff.
•    Liaise with external bodies to maximise the impact of the Leaders interaction across a number of agencies (DWI, EA, NRW, WG, HSE etc)

3.    Document and Correspondence Management
•    Produce, draft, format, confirm accuracy of content and issue correspondence, reports and presentations on behalf of DCE Directors, including regulatory submissions, customer complaint responses and Board papers.
•    Manage to conclusion confidential and sensitive information, including customer complaints, Board items and high-level documentation.
•    Co-ordinate, manage, prepare and distribute meeting packs, trackers and organograms, ensuring compliance with industry standards and regulatory requirements.

4.    Financial and Procurement Administration
•    Evaluate & process expenses, mileage claims, procurement card transactions
•    Co-ordinate appropriate budget and raise purchase orders for operational and capital projects.
5.    Stakeholder Liaison and Communication
•    Build relationships and Liaise with internal and external stakeholders, including regulatory bodies (NRW, EA, Ofwat), contractors and partner organisations.
•    Compile, co-ordinate, draft and Issue communications on behalf of DCE Directors, including invitations, reminders and responses for industry events and regulatory meetings.

6.    Project and Process Support
•    Co-ordinate projects and business processes, including induction plans for new starters, evaluate and ensure robust business continuity planning and process improvement initiatives relevant to assets and operations.
•    Manage ad hoc queries and provide coordination to a number of wider support teams, including operational, health & safety and sustainability initiatives.

Benefits

 
As well as a market competitive salary, 33 days annual leave (pro rata, including public holidays), we offer a range of employee benefits and rewards including:

•    Variable pay schemes 
•    Enhanced employer pension contributions – Up to 11% employer contributions
•    Several internal employee networks including Embrace, LGBT+, Neurodiverse, Disability, Women of Welsh Water, Parents, Wellbeing and many more...
•    Enhanced family friendly policies
•    Progression opportunities, including the ability to apply for funded training and coaching and mentoring programmes
•    Reduction on high street & online shopping
•    Cycle to work scheme/Car-leasing scheme
•    Online GP service
•    Voluntary private healthcare
•    Free mortgage brokering service
•    An employee assistance programme for employees and their immediate family
•    Free Headspace App to support your wellbeing
•    Colleague matched fundraising scheme up to the value of £500 per year for your chosen charity
•    20% off all Welsh Water visitor attraction centres and gift shops
•    Flexible working patterns
•    We also recruit our own volunteer Wellbeing Champions (on an annual basis) - successful recruits will receive full i-act and StRaW training

 
Whilst also working for a not-for profit company that truly cares about earning the trust of customers everyday, and about looking after our beautiful environment.
 

Who we are