Personal Assistant to CEO

4 weeks ago

London, United Kingdom Business LaunchPad Full time

**Job Title**: PA To CEO

**Reporting To**: CEO

**Location**: Tooting (South West London)

**Contract**: Full Time /12 Months FTC

**Salary**: £27,000- £30,000 (based on experience)

**Closing Date**: 4th August 2023

**About Business Launchpad/Tooting Works**

Business Launchpad transforms young lives through enterprise. We offer holistic and personalised business guidance and support to in-need marginalised young entrepreneurs across London, aged 16 to 30 through workshops, programmes and 1:1 business coaching. We work in collaboration with young people to enable them to start their own business or move into employment or/and education and training. We aim to develop approaches that empower, support and encourage young people to build confidence, follow their aspirations and fulfil their potential.

Business Launchpad is powered by Tooting Works, which provides affordable paces, as well as co-working spaces. As a social enterprise, 100% of Tooting Works profits fund the charitable work of Business Launchpad. Tooting Works is more than a business - it is a community hub providing adaptable, affordable and connected space at the heart of Tooting.

**Summary**:
We are seeking a highly organised, proactive, and professional individual to join our team as a Personal Assistant (PA) to CEO. In this role, you will provide comprehensive administrative support to our CEO. Your exceptional multitasking abilities, strong communication skills, and keen attention to detail will be crucial in ensuring the smooth functioning of our organisation.

**Key Responsibilities**:

- Managing the CEO's calendar by scheduling meetings, appointments, and events, and ensuring they are well-prepared and organised for each engagement. This includes coordinating with internal and external stakeholders to schedule meetings.
- Organising and maintaining confidential information and documents, including contracts, financial reports, strategic plans, and other sensitive materials. Ensuring information is readily accessible and appropriately filed for quick retrieval.
- Assisting in the planning and coordination of meetings, both internal and external. This includes arranging meeting rooms, preparing agendas, distributing materials, taking minutes, and following up on action items.
- Building and maintaining relationships with key stakeholders, such as board members, executives, clients, tenants and partners, on behalf of the CEO. This may involve attending meetings and events, networking, and ensuring effective communication and collaboration.
- Handling confidential and sensitive information with utmost discretion and maintaining a high level of professionalism. Demonstrating trustworthiness and maintaining confidentiality in all aspects of the role.
- Assisting the CEO in managing and prioritising tasks and projects to ensure timely completion. Tracking progress, following up on deadlines, and providing regular updates to the CEO.
- To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.

Remember, the responsibilities of a CEO PA can be dynamic and may evolve based on the CEO's needs and the organisation's priorities. Flexibility, adaptability, and strong organisational skills are essential for success in this role.

**Education and Training**

**Essential**
- Educated to higher level or be able to demonstrate equivalent experience
- Shorthand minute taking
- Experience of working with a Board of trustees
- Previous experience of working at Executive level

**Desirable**
- Business Administration or similar qualifications
- Experience of working within third sector

**Job Experience and Skills**

**Essential**
- Experience of providing high-level administrative support in a senior role
- Experience of providing support to a Board of Directors or similar high-level committee
- Ability to convey information to people clearly and simply
- Ability to forward plan and manage a complex and busy diary
- Excellent, administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them
- Experience of managing and planning projects, conferences and events
- Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely
- Ability to draft routine correspondence and reports
- Ability to maintain accuracy and attention to detail
- Good negotiation skills
- Excellent interpersonal and communication skills including diplomacy
- Excellent time management skills with the ability to manage multiple priorities and deadlines
- Excellent knowledge of Microsoft Office

**Desirable**
- Experience of working with a board of trustees
- Previous experience of working at Executive level

**Personal Qualities**

**Essential**
- The ability to work effectively with colleagues at all levels and a wide range of senior external contacts

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