Executive Assistant Office Manager
5 days ago
** Background**
We are currently recruiting for an EA on behalf of a charity based in Croydon who operates within the diverse boroughs of Croydon and Merton.
**Purpose of the post**
The role will be divided between providing support to the Chief Executive Officer to fulfil her responsibilities and enhance her effectiveness, whilst also ensuring the smooth running of the offices and communal areas of the buildings
**Main duties and responsibilities**
Executive Assistant
Proactively looks ahead and anticipates the work of the CEO, assisting in the organisation of the CEO’s workload to meet deadlines
Manages the CEO’s diary and ensure that all meetings are prepared for in advance, collecting and analysing information
Arranges, services and facilitates Board and internal governance meetings, co-ordinating papers and taking minutes, ensuring actions are completed
Maintains a schedule of actions for the CEO by reviewing action logs and minutes of meetings, anticipating her work requirements and aiding with the work
Maintains accurate and well organised records for the CEO to enable efficient retrieval of documents and information
Supports the CEO in delivering projects by gathering, analysing and managing information
Acts as the CEO’s trusted counsel
Liaises with internal and external colleagues representing the CEO’s perspective
Support the CEO to deliver the HR function of her role
Takes on any other reasonable tasks which contribute to the achievement of the job
Office Manager
Oversee the effective management of the IT and phone system
Use a range of software to ensure the efficient running of the office
Manage online and paper filing systems
Develop and implement new administrative systems to ensure the cross-functional team works effectively e.g room booking system
Plan and manage budgets
Organise the office layout and maintain supplies of stationery and equipment
Maintain the condition of the office and arrange for necessary repairs
Organise team meetings, including managing the agenda and taking minutes
Review and update health and safety policies and ensure they're observed
Check that data protection laws are being adhered to in relation to the storage of data, and review and update policies
Takes on any other reasonable tasks which contribute to the achievement of the job
Person specification
Significant experience of administration, particularly servicing a Board and Committees
Experience in providing support to a senior executive, preferably as an EA
Excellent communication skills - both written and verbal
Exceptional organisation skills and attention to detail
Thrives in learning new information and presenting to decision-makers
Excellent working knowledge of Microsoft Office
Experience of the voluntary or housing sector
Personal Attributes
The ability to respond to changing and varied priorities
The ability to manage upwards
The ability to hit the ground running and be pro-active
Common sense, approachability and sense of humour
Ability to adapt positively to change
Highly resourceful, self-motivated and with strong emotional intelligence
Additional Information
Circa £34k
37 hours per week, one day working from home, flexibility with hours
25 days annual leave plus Bank Holidays
Contributory workplace pension scheme
An excellent benefits package
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