Executive Personal Assistant

4 weeks ago

Maidstone, United Kingdom Kent Association for the Blind Full time

Kent Association for the Blind (KAB) is a charity that provides a comprehensive rehabilitation service to sight and hearing impaired people of all ages and abilities across Kent.

We are seeking an organised and skilled individual to act as Executive Assistant to the CEO, and Director of Services.

**Salary**: £24,656 - £27,133 per annum

Location: 72 College Road, Maidstone, Kent (opportunity for some hybrid working)

Please visit our website for the full job description and person specification.

**Main purpose of post**

To act as Executive Assistant to the CEO and Director of Client Services by providing a professional, friendly and comprehensive secretarial and administrative service.

To efficiently manage the office of the CEO and Director of Client Services, acting as the main point of contact for staff and visitors.

**Main Duties**

1. Be responsible for the efficient management of all administrative duties relating to the work undertaken by the CEO and Director of Client Services.

2. Support contract monitoring requirements, including quarterly reporting and data analysis, editing case studies and presenting data in a range of layouts, including accessible formats.

6. Provide a high quality, front line professional service for visitors, delivering outstanding customer service at all times.

7. Write letters on behalf of the CEO and Director of Client Services, producing documents, briefing papers, reports and presentations in a range of formats: collate and maintain statistical information using databases and spreadsheets.

8. Draft/review letters, memos, leaflets and PR materials on behalf of the Director of Client Services.

9. Collate and maintain relevant areas of KAB’s database, providing statistics and reports where required.

10. Maintain office systems that support KAB’s service provision; develop new systems as required to support new areas of work, or in response to changing requirements, this will include administrating referrals to KAB’s counselling service.

11. Manage the cascade of information on behalf of SMT.

12. Devise and maintain office systems, organise and store paperwork, documents and computer based information. Maintain and develop filing systems and operational procedures for the secure retention of information relating to the CEO and Director of Client Services’

13. Deal with the purchasing requirements of the CEO’s office and other departments, including frontline services, as directed.

14. Organise and attend meetings, events, exhibitions and conferences with the CEO and Director of Client Services. Ensure they are well prepared for those meetings; including booking rooms, arranging catering, preparing and circulating agendas and confidential minutes in a variety of formats (written, large print, audio etc.). In particular act as a key link with KAB Trustees and be responsible for the smooth running of both Trustee meetings and the Advisory Council.

15. Organise KAB’s annual programme of exhibitions, ensuring equitable coverage across the county. Maintain positive relationships with external exhibitors and liaise with internal departments regarding their involvement. Additionally, be responsible for organising our KAB awards ceremony and other events under the CEO’s responsibility. Take responsibility for evaluation of events.

16. Arrange travel and accommodation and occasionally travel with members of SMT to take notes or dictation at meetings, or to provide general assistance during presentations.

17. Support tenders by producing and proof reading detailed diagrams and presentations for Local Authorities and other external organisations.

18. Occasionally assist with the administrative work of other departments, including reception/frontline teams, as required, particularly during holiday periods or absence of key colleagues.

19. Act as a central point of contact if needed, for KAB rehab team administrative staff and provide occasional cover for other administration staff in various aspects of KAB’s work as the need may arise.

20. Support the smooth running of new starter inductions by ensuring access to the appropriate equipment and systems, contributing to the induction of new members of staff as well as the training and ongoing support of Team Administrators and Contact and Information Officers.

21. Undertake relevant training to ensure continued personal development relevant to the area of work.

22. Review the service content of KAB’s website on a monthly basis, and identify areas that require updating. Liaise with the Marketing and Communications Manager on content, ensuring the KAB website is up to date and accurate at all times. Keep abreast of and update KAB entries on external platforms as required.

23. Be responsible for monitoring income and/or expenditure in delegated budget lines.

24. Perform other duties that the CEO of KAB or her authorised deputy may consider appropriate.

KAB is an equal opportunities employer.

**J

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