Executive Assistant

4 days ago

Camden, United Kingdom Redway HR Ltd Full time

The Follicular Lymphoma Foundation (FLF) is a small but ambitious charity with plans to transform the lives of people living with Follicular Lymphoma (FL).

We are looking for an Executive Assistant to work alongside the Chief Executive and senior team as well as to provide more general day-to-day administrative support as we grow the charity. It is an exciting time to be joining FLF as we are growing quicklyso things are changing fast.

To be successful in this role, you will have previous experience as an Executive Assistant, ideally from within a charity setting. You will be adaptable and enjoy variety and working in a fast-paced environment. You will be super organised with a great attentionto detail and the confidence to get stuck in and solve problems as they arise.

Working hours are 28 hours per week, hybrid working with at least 2 days per week in the London Office. As well as a generous salary, you will receive 25 days holiday per year plus 8 bank holidays (pro rata) and a flexible work schedule to allow you to meetboth your personal and professional commitments.

**Specific Duties**

**Executive Support**
- Providing diary support to the CEO and the FLF team managing meeting bookings and arrangements.
- Providing administrative support for formal meetings as required setting up, agendas, minute taking, follow up actions.
- Supporting the CEO with the coordination of Board of Trustees’ meetings, ensure meetings are diarised, the agenda and papers are compiled and distributed in a timely manner and in an appropriate format, and minutes are taken, checked and distributed.

**Administrative Support**
- To act as the first point of contact with the IT support company for routine matters and troubleshooting.
- To undertake stationery orders and ensure team members have what they need to do their jobs.
- To provide a 'first port of call’ telephone and reception function, when needed, referring callers and visitors as appropriate, and manage the post.
- To proofread and ensure the accuracy and quality assurance of documents and information as required Finance and HR.
- Supporting the CEO in financial matters, such as:

- Checking expense forms to ensure receipts are attached and totalled correctly
- Checking bank statements, liaising with external bookkeeper to ensure payroll is completed accurately, management accounts are received, and so on
- Supporting recruitment, selection, and induction processes, providing administrative support to the team member doing the hiring.
- Maintaining confidential HR personnel records inc. sick and holiday records and supporting arrangements for staff training and travel.

**Supporter Assistance**
- Maintaining and managing the general FLFinbox, responding and/or forwarding to the appropriate internal team members accordingly.
- Updating and maintaining our supporter base using Toucan Tech CRM
- Providing administrative support for events, such as:

- Securing venues and taking bookings
- Regular inputting supporter of information on the Foundation’s database to help ensure records are accurate and up-to-date Office Management
- May involve supporting Chief Philanthropy Officer with:

- Mailings to small trusts and foundations.
- Maintaining relationships with volunteers and supporters.

**General Duties**
- Contributing to the wider development of the organisation, contributing to staff meetings and work harmoniously with colleagues and external partners, supporting others in their work.
- Understanding and promoting the priorities, activities, and best interests of the organisation.
- Achieving agreed on performance targets and participate in regular supervision and personal reviews.
- Treating with confidentiality any information about any client, organisation, its staff, trustees, or clients that are sensitive, personal, or private.
- Ensuring confidentiality of Board meetings, as appropriate and as directed.
- Being aware of and adhere to the organisation’s policies and procedures, including the organisation’s equal opportunities policies and with due regard for health and safety.
- Travel as appropriate to deliver the role.
- Work flexibly and be available for occasional out-of-hours, including evenings and weekends.
- To undertake any other reasonable duties as determined by the CEO.

**Experience, skills, abilities, and competencies**

At a minimum the individual should possess the following skills and competencies:

- Experience of providing executive support within a small, varied team ideally within a charity setting.
- Experience in working with confidential information.
- Experience in diary management and organising and minuting meetings.
- Excellent written and verbal English skills Excellent eye for detail Strong computer skills, including speed and accuracy, and a good understanding of spreadsheets.
- Ability to work to deadlines, manage and prioritise your work effectively.
- Willingness to get involved in a variety of functions and tasks.
- Well organised, able to undertake multiple tasks, work under pressure, meet competing demands, make good decisions, and stay focused.
- Pay close attention to detail, able to understand different project requirements and monitor against them, including identify errors and omissions against requirements and then ensuring compliance.
- Able to guarantee confidentiality and discretion concerning people and information.
- Able to work without close supervision and as part of a team, flexible and adaptable.

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