Executive Assistant

6 months ago

Birmingham, United Kingdom University of Birmingham, Guild of Students Full time

**Organisation**:
This role is part of the People & Administration department working collectively with colleagues delivering the Human Resources, administration, governance, Guild committees and complaints & incidents work as part of the Operations Directorate.

**Job Purpose**:
The Executive Assistant role is to support the CEO & Guild President with responsibility for Governance and the administration of the Guild Committees. Acting as a role model for the required standard of values, behaviour and performance, we expect the role to help to create an inclusive and engaging environment for all.

The role is required:

- To be responsible for Governance matters including administering the Trustee Board and Committees
- To provide high level professional assistance to the Chief Executive and Guild President by providing comprehensive administrative support including diary management and meeting support.
- To be the key contact for all external stakeholders maintaining the highest standards of customer care at all times
- To ensure the Guild meets its statutory requirements with Companies House and the Charity Commission.

Success in the role will require a highly student and customer focused approach together with an emphasis on teamwork. The role involves collaboration with internal and external stakeholders, acting as a positive ambassador for the Guild and facilitating under-represented groups to find a comfortable place here.

Supporting a culture of ambitious targets and the evaluation and promoting a positive team spirit are also key. Grade D roles are expected to act as role models for the Guild’s competency framework, which should be read in conjunction with this job description.

**Key Role Responsibilities**:
1. To work with the People & Administration Manager to provide a high-level professional service to the Chief Executive and President.

2. To be responsible for the implementation and monitoring of the Charity sector and Students’ Union Governance Code, including the maintenance of the Guild’s governing documents.

3. To manage, monitor and maintain the organisation’s documentation for Companies House and Charity Commission ensuring that all statutory requirements are met in a timely manner, and to assist the Chief Executive in the role of Company Secretary.

4. To ensure effective administration of the Trustee Board and its Committees, including compiling agendas, briefings and associated papers along with exemplary minute taking, ensuring timely follow up on all actions.

5. To track, monitor and update as appropriate, the policies of the Guild, ensuring timely presentation at relevant committees.

6. To oversee and administrate the recruitment process for the Trustee Board and delivery of effective training and induction for new Trustees.

7. To develop and maintain effective office management systems, such as a ‘bring forward system’ for the Chief Executive and President, ensuring deadlines are adhered to and action is taken as appropriate, and support the development of office management systems for the Officer Group.

8. To manage the complex diaries of the Chief Executive and President, demonstrating and understanding the portfolios of work to prioritise commitments appropriately ensuring sufficient project time and deadlines are met.

9. To support the Chief Executive, President and Senior Managers to ensure Guild projects are delivered, as required.

11. To act as the primary contact and liaison for the Guild regarding communication with the University and other senior stakeholders, and in addition maintaining and enhancing relationships with key senior staff (including Vice Chancellors Office staff, Heads of College and their associated PA’s).

12. To be adept, confident and flexible to meet the ever-changing demands of a busy organisation; to arrange meetings, including inviting attendees, booking rooms and refreshments, drafting agendas as appropriate and preparing in advance the necessary meeting information as appropriate.

13. To research and/or write reports for use within the Guild as required by the Chief Executive, President, or other members of the Senior Management team as appropriate.

14. To organise training and conference attendance for the Chief Executive, President and Officer Group when required. To include booking places on events, organising travel requirements, and producing travel packs both in the UK and abroad as required.

15. To carry out administrative work as required, including typing, correspondence, general office administration and providing administration support to the Officer Group meetings on a weekly basis, including preparing agenda’s, preparing necessary papers, and taking the minutes of the meeting.

16. To ensure that the Chief Executive and President are prepared for meetings including collation and preparation of meeting papers prior to meetings.

17. To ensure attention to detail with the ability to produce error free docum

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