Executive Assistant

Executive Assistant
£33,000 - £36,000
City
Must be from Charity or governmental organisation background

A great opportunity has arisen for an experienced PA/EA to join a charity in the City. The main purpose of the role is to provide high level administrative and Governance support to the Chief Executive Officer, Chair and Company Secretary. In particular managing arrangements for all Board, Sub-Committee and Leadership Team meetings.

Act as the first point of contact for the CEO and Chair for both internal and external business matters, liaising with high profile clients as required.

Support the Chair and Company Secretary by co-ordinating the preparation, distribution and accurate filing of Governance papers for all meetings of the Council of Management.

Prepare agendas, briefings and minutes for meetings and ensure that the CEO and Chair are appropriately represented and that minutes are signed off in a timely fashion.

Instigate a consistent system of meeting documentation and ensure that it is implemented throughout the organisation.

Manage the diaries of the CEO and Chair, ensuring that they are prepared in advance for all meetings and visits and that appropriate time is allocated in accordance with priorities.

Take ownership of certain projects within the business, working alongside the CEO and other Senior Leadership Team and contributing to and driving project success through efficient management and attention to detail.

Maintain both electronic and paper-based administrative systems necessary to support the effective and efficient running of the CEO office. Ensure budgetary review and allocation of expenditure are correct and up to date.

Administrate the annual Faculty Election process.

Arrange events and visits for the CEO and Chair and ensure that all associated arrangements are made including notification of attendees, travel, equipment, refreshments and, where necessary, catering.

Work with versatility, meeting unexpected and tight deadlines on occasion, being able to prioritise as required and to work autonomously.

Flexibility to attend meetings and events to be held outside of normal working hours as required.

PERSON SPECIFICATION

Essential

• A successful track-record of working autonomously in a comparable senior role in a large and/or complex organisation.
• A successful track record of confidentially working with senior internal and external stakeholders at director and trustee level.
• Demonstrable experience in producing high quality professional communications, especially accurate editing and proof-reading.
• Demonstrable experience of researching, collating and writing briefing materials and management information reports.
• An understanding and experience of supporting governance committee administration, including demonstrable experience of accurate minute taking at an executive level.
• Experience of managing processes and influencing effectively.
• The ability to work flexibly, occasionally having to work early or late and be away for occasional meetings/events as required to fulfil the demands of the role.
• Sound experience of establishing positive and productive relationships at senior level within organisations and having the tact and diplomacy to ensure these are maintained effectively