Administrator

6 months ago

Nottingham, United Kingdom Tate Recruitment Nottingham Full time

**Executive Assistant**

If you are looking for an ongoing temporary role providing high standard of administrative and secretarial support to Executive Directors ensuring a professional, efficient and confidential service using discretion, initiative, tact and diplomacy. The role includes significant administrative support for a number of senior level meetings. Accurate recording of minutes and action notes and timely circulation of papers is required, along with the ability to maintain highly effective audit trails, version control and tracking processes. If you have not previously done minutes of meetings please do not apply. **This is a work from the office role based at NG8 with a pay rate of £10.42ph to £11.75ph**

**Responsibilities**
- To provide an efficient and effective administrative support service to the corporate Executive Directors team and senior level meetings, paying attention to the requirement for confidentiality and discretion.
- To maintain an awareness of ongoing issues and allocate correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place.
- To deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. This may involve handling a caller who is upset or aggressive on rare occasions.
- To create and maintain forward plans, prepare agendas and distribute papers for a range of senior level meetings.
- To be able to record minutes and action notes of meetings to a high standard and accurately record discussions, decisions and actions from these meetings.
- To support the Associate Director of Corporate Services with preparation and distribution of reports, agenda and action logs for the Trust Board meeting, including uploading onto the Trust’s website.
- As part of the administrative team, process travel and hotel bookings for staff, including the Executive Directors in line with the Trust’s policy. Also prepare detailed travel itineraries for Executive Directors.
- To ensure that all documentation within the administrative team function is efficiently and effectively dealt with, including operating an audit trail system and following version control processes and tracking
- Take clear precise telephone messages and resolve queries, as appropriate and in a professional manner.
- To manage all incoming and outgoing mail in accordance with the audit and tracking systems. To distribute mail for action, prepare draft responses where appropriate, follow up action and make a record of any action taken.
- To review and where appropriate, action incoming electronic mail messages on behalf of the Executive Directors or other senior staff in their absence in a timely manner, as directed by the Head of Executive Services
- Ensure all communication into the team’s communal inbox is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of the Executive Directors.
- To type correspondence, reports and other documents to a high standard with due respect for confidentiality and corporate style
- To ensure the effective and appropriate use of the Executive Directors’ time through prioritising appointments, diary management and dealing with telephone and other enquiries.
- To manage the diaries of the Executive Directors and the Administrative team central inbox, co-ordinating and prioritising appointments and ensuring that there is effective communication to all relevant parties.
- Provide cover on the Headquarters reception/switchboard when required during absence of the Receptionist
- Maintain the functionality of printers and photocopiers, and other office equipment and technology used within the administrative team function, reporting faults and tracking progress where required.

**Responsibilities**:

- Oversee and manage daily operations of the organization
- Develop and implement strategic plans and objectives
- Provide leadership and guidance to staff members
- Ensure compliance with all relevant laws, regulations, and policies
- Prepare and present reports to the board of directors
- Manage budgets and financial resources
- Build and maintain relationships with stakeholders, including donors, partners, and community members
- Represent the organization at meetings, conferences, and events
- Stay updated on industry trends and best practices

**Skills**:

- Strong clerical skills, including data entry and typing
- Administrative experience, including managing calendars, scheduling meetings, and coordinating travel arrangements
- Excellent phone etiquette and communication skills
- Organizational skills to effectively prioritize tasks and meet deadlines
- Proficiency in office software such as Google Suite (Docs, Sheets, Slides) and QuickBooks

Note: This job description is intended to provide a general overview of the position. Other duties may be assigned as needed.

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