Temporary Personal Assistant to CEO and Deputy CEO

Recruiter
PA London
Location
London (Central), London (Greater)
Salary
£14 - £16 per hour
Posted
12 Jun 2019
Closes
13 Jun 2019
Job Title
PA
Industry Sector
Charity, Education, Events
Contract Type
Temporary
Hours
Full Time

Our client is a well known international charity supporting the growth and development of young females.  They are looking for an Executive Assistant to support them on a temporary basis (potentially temp to perm).  Main duties include:

  • To provide day to day PA support to the CE and Deputy CE including diary management, meeting preparation, filing, travel arrangements and expenses.
  • To proactively identify solutions to problems, such as date clashes for meetings or complex travel arrangements for volunteers; these often involve senior staff from other charities or senior volunteers within the organisation and so can have a level of complexity that needs to be balanced. To resolve conflicting priorities.
  • To provide administrative support for projects and events led by the CE and Deputy CE. This will include taking responsibility for all logistical aspects such as making travel and accommodation arrangements, processing finance requests and booking venues and meeting rooms.
  • To resolve issues that arise within projects, identifying options and suggesting an effective way to resolve them.
  • To provide administrative support for all Governance meetings, including venue booking, room layout, catering and communication technology, organising travel and accommodation, and processing attendee expenses.
  • To provide support to the Strategy, Planning and Performance Directorate, such as organising team meetings and away-days, and maintaining team resources and team records, ensuring a consistent approach across the Directorate.
  • To act as the first point of contact in the absence of the CE and Deputy CE.
  • To delegate upwards as appropriate on behalf of the CE and Deputy CE ensuring action taken.
  • To coordinate, as required, the work of colleagues on tasks and events.
  • To create presentations, prepare reports, correspondence and other documents to specific deadlines as required.
  • To take formal minutes and informal notes of meetings as required, taking follow-up action and delegating as appropriate.
  • To coordinate projects / pieces of work as allocated by the CE and Deputy CE.
  • To undertake administrative work related to all the above areas in accordance with policies and the ways of working.
  • To identify areas for practice and process improvement and work with other administrators to develop and implement smarter ways of working and supporting executive staff.
  • To work with senior volunteers where required, operating within our staff/volunteer partnership agreement.
  • To process and monitor financial information such as invoices, expenses and incoming cheques, credit cards and petty cash.

 

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