Executive Assistant & Team Lead to Chief Executive & Chair of Trustees

Our client is a charity focused on the development and well being of young females.   They are one of the largest / leading youth charities and they now require an experienced PA to support their senior executives.  Main responsibilities will include: 

• To sustain a professional central point of contact for the CE, and Chair both internally and externally, acting as key link and gatekeeper. This includes but is not limited to taking messages, re-directing calls, enquiries and requests.
• To act on behalf of the CE, and Chair, making decisions and delegating tasks within agreed parameters. This is particularly key for the Chair which is a lead voluntary role and not always available in working hours as works full time in a role external to the organisation. To manage the diaries of the CE, and Chair, including managing their travel and accommodation requirements.
• To coordinate work, systems, policy and procedural requirements and records for the CE, and Chair.
• To take responsibility for the CE Action Log, ensuring assigned actions are on track for completion. Acting as a prompt and scheduling reminders as required.
• To draft and prepare correspondence on behalf of the CE, and Chair.
• To liaise with the Directors and their PAs to ensure information is shared, and tasks are actioned.
• To support the CE, and Chair in their roles through extensive communication with key stakeholders and lead volunteers
• To assist the CE in arranging the Country and Region Managers’ meeting.
• To ensure that the CE, and Chair are briefed in advance for events, speeches and presentations and have all necessary materials and information for meetings
• To support the CE, and Chair to recruit and induct new senior staff and volunteers as required.
• To build and maintain positive relationships with stakeholders at all levels, responding in a timely and professional manner.

Budget management

• To be responsible for the CE, and Chair budget spend.  Providing regular updates on available budget to ensure CE is within spend. 
• To ensure credit card, invoices and expenses are processed, including recording expenditure and reconciliation with the Finance Department.

People Management

• To supervise day to day the Leadership Support Team, consisting of three PAs; and to line manage one Admin. Assistant 
• To provide daily operational support and guidance to staff working directly with volunteers and the senior management team.

Additional information

At present the postholder will need to work a minimum of six weekends across the year for which time off in lieu will be given. 

The post holder will also have ad hoc requirements to attend evening meetings.  The organisation operates time off in lieu and a flexi time policy allowing working hours to be adjusted accordingly.

Travel to locations throughout the UK requiring some overnight stays.

To undertake any other duties that may reasonably be required to fulfill the duties of this post.