Personal / Executive Assistant
4 weeks ago
As the PA/EA, you will have the opportunity to support Trustees, Board Directors and senior stakeholders across their partnership charities and to be accountable for incidental enquiries and correspondence for the charities/boards via phone, email and post and will be the first person of contact to arrange meetings, control the inbox and to ensure the smooth running's across the departments.
This position is a temp-to-perm opportunity as they are seeking someone who can survey the records and systems left by the most recent post-holder, make some recommendations on how to update and consolidate how things had been managed and reported, and then implement those recommendations in collaboration with and supported by senior managers.
Job Title: Part Time PA/EA
Organisation: Charity
Salary: £24-£28/hour
Contract: Temporary to Permanent
Hours: At the discretion of post holder.
Location: London (Hybrid), 20% in the office.
Responsible To: Three groups with respective boards and trustees.
Closing Date: ASAP
Required: CV
Responsibilities:
To be accountable for incidental enquiries and correspondence for the charities/boards via phone, email and post.
To be the first person of contact for the charities; to monitor phone, email and post as required and/or a minimum of one day per week
To be one named contact for the charities on the Charity Commission account, assisting the trustees with their Charity Commission accounts as required
To assist the Chair of trustees and trustees individually with scheduling trustees meetings
To ensure the smooth running of trustees meetings including assisting the Chair of trustees, and the Chair of any sub-committee
To take minutes, to distribute them at the agreed time with meeting agenda and relevant papers
To ensure official minutes are accurate, recording decisions and agreed accountabilities and deadlines
To assist the Chair of trustees with occasional correspondence
To assist the smooth running of the charities' banking, working closely with colleagues within the finance team providing banking, finance and compliance support
To assist the trustees, the charities' accountants and investment managers, and colleagues in finance to ensure timely filing of annual accounts and other incidental tasks as they arise.
To work with colleagues in the the finance team to ensure invoices are paid in a timely manner
To work with colleagues in the finance team to ensure grants are paid out as and when approved and scheduled
To assist the grant-making function of the charitable funds by managing correspondence and distribution of grants to grantees, and keeping accurate and timely records of such
To provide support to the trustees with occasional fundraising events and appeals to be discussed and agreed as they arise.Requirements:
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