Executive Assistant

1 month ago

Swindon, United Kingdom Swindon Women's Aid Full time

**Job Purpose**:
This is a busy and rewarding role working as an Executive Assistant for a charity which supports and empowers victims and survivors of domestic abuse. This role will provide administrative support to the CEO, Senior Management Team, and Trustees.

The role will be based in the refuge, so an enhanced DBS check is required.

We are a small team, so flexibility is required from all staff to support in a wide range of areas.

**Responsible to**:
CEO

**HR Administration**
- Administration of employment letters, associated to but not limited to probation, T&C changes, leaver letters, compensation changes, reference requests
- Coordinate the new hire pre-joining paperwork, onboarding programme and onboarding tracker, buddy allocation for newcomers
- Maintaining complete orderly HR and employee records, including the updating of org charts (product and functional reporting lines)
- Responsible for change instructions and on-going administration in collaboration with the People Manager.
- Facilitate the UK IR35 CEST assessment and generate confirmation letters
- Coordinate the distribution of new hire SWAG
- Administer local maternity, paternity, and parental leave processes
- Partnering with external vendors to facilitate translation of internal documents as required
- Provide reports to meet monthly deadlines as required - HR dashboard (headcount, sickness, recruitment (time to hire, vendors etc), turnover, hires, onboarding, exit interviews, training (all people costs dashboards - month to month comparison))
- Partner and coordinate with the global HR operations team for Workday issue resolution, clarification of information and data integrity.
- Undertaking HR projects as required.
- Conduct employee feedback surveys
- Working with team members to book training

**Recruitment Coordination**
- Coordinate and arrange a high volume of complex interview scheduling requests using Outlook, LinkedIn and Workable
- Responsible for the timely processing of recruitment third-party vendor forms, purchase orders and invoicing
- Anticipate the needs and timings for the People Team’s activities and diary, based on ongoing two-way communications; proactively suggesting ideas/solutions when prioritisation is necessary
- Assist with coordination and planning of various recruitment programmes as/when initiatives arise

**Communications**
- Ownership of slack channels and other forms of employee communication
- Partner with US HR on global initiatives and coordination of communications
- Identify opportunities for greater communication and engagement
- Social organiser - Parties, celebration days etc.

**Office**
- Coordinate courier bookings
- Travel system and bookings, group administrator
- Office administration
- H&S, Fire Safety etc.
- Assisting our CEO Kate when required

**Main duties**:
**Overview**:
As an Executive Assistant you will be expected to handle a wide range of high-level administrative tasks including executive communication, preparation and handling of corporate documents, arranging meetings and events, preparing information for trustees and funders.

closely with high-level professional to accomplish their day-to-day tasks and must be prepared to work in a fast-paced environment and possess the ability to be flexible in many different situations.

The executive administrator role will be back off house working in office-based environment.

**Executive Assistant responsibilities**:

- Act as a first point of contact: dealing with correspondence and phone calls
- Organising meetings, appointments, team meetings and events
- Minute taking for SMT and Trustee sub-groups, provide cover for minute taking for evening trustee meetings (currently Tuesdays 6-8pm, bi-monthly)
- Preparing reports, presentations and correspondence to a high standard
- Supporting CEO/SMT with IT user issues
- Completing desktop research and providing results in a clear format
- Implementing and maintaining procedures/administrative systems
- Organising and maintaining office systems and files
- Liaising with suppliers, third party organisations and clients
- Support trustees with administrative tasks and duties as required
- Coordinating cooperative pieces of work e.g. ensuring responsibilities are understood, collating contributions
- Sustaining a level of professionalism among staff

**Other**
- Attend supervision meetings and identify and attend relevant training for the role
- Be a positive ambassador for SWA
- Carry out ad-hoc duties as requested by CEO and the SMT

**Person Specification**

**Essential skills required**:

- Discretion and trustworthiness you will often be party to highly confidential information.
- Flexibility and adaptability
- Minimum 2 + years of Administration experience
- Excellent communication skills - both written and verbally.
- Strong record keeping skills.
- Strong organisational skills, ability to multitask and work under pressure.
- The ability to be proactive and take the initiative.

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