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Personal Assistant and Events Co-ordinator

4 months ago

London, United Kingdom Treehouse Nursery Schools Full time

**PERSONAL ASSISTANT & EVENTS CO-ORDINATOR**

**Department**: Office

**Line Manager**: Managing Director and CEO

**Areas**: Ollie and Lola Book, Treehouse Nursery School & Raise our Voice Charity

**Hours**: 8am-6pm (27 hours) 3 days per week

**Salary**: £33,000-£35,000 (pro-rata)

To be the first point of contact between the Managing Director from both inside and outside the organisation. To provide professional and comprehensive administrative support to the Managing Director and CEO.

The responsibilities and duties of the PA to the MD/CEO listed below are not intended to be exhaustive. It is anticipated that these duties and responsibilities may change from time to time.

**Specific tasks**
- To provide a courteous, professional, confidential and knowledgeable point of contact for people both within and outside the Company who wish to communicate with the Managing Director this includes parents, staff and external agencies.
- Coordination of all Managing Director’s hosted events, including annual all charity and or Nursery events or senior management teams events.
- Coordination and minute-taking of meetings such as for the Charity or Nursery as required.
- Daily Liaison with the MD to agree priorities.
- Management of the MD’s inbox, consulting regularly on any necessary actions.
- Act as internal liaison with organisations teams to manage and achieve deadlines/ organise briefings ahead of key meetings.
- Book any travel local or international.
- Manage all paper collateral.
- Liaise between the publisher and the MD (Author) for any correspondence related to the Ollie and Lola’s books.
- Organise book events to assist with the publicity.
- Create new contents related to the book to ensure the contents on social media is new and relevant.

**Essential skills and qualifications**
- Autonomous and flexible.
- Efficient and meticulous.
- Exceptional interpersonal skills.
- An ability to work as part of a high-performing team.
- Highly literate with excellent written and verbal communication skills.
- Good time management with the ability to work under pressure and prioritise as necessary.
- The ability to work with discretion at all times.
- Able to take responsibility with a ‘can do’ approach.
- Advanced IT skills - knowledge of Microsoft Office to an advanced level.
- Having excellent and fast typing skills

**Desirable skills and qualifications**
- Educated to degree level, or equivalent experience.
- Ability to touch type and be proficient at shorthand is preferable, including minute taking experience.
- Experience in a similar role, desirable in the education sector.
- Supervisory/line management experience.

**Event Co-ordinator**

**Department**: Office

**Line Manager**: Managing Director & CEO

**Areas**: Ollie and Lola Book, Treehouse Nursery School & Raise our Voice Charity

To plan, deliver and document events for the above areas, this will include charity events to fundraise, events for Treehouse parents and staff, and book publicity.

**Specific tasks**
- Budget setting and management.
- Purchasing of services and goods for events.
- Risk assessment.
- Hiring and managing temporary event staff and contractors
- Collaborating on events communications and marketing plans
- Managing stakeholder relationships.
- Reporting the outcomes of events to Institute management team
- Provide logístical support to the CEO to ensure effective and successful planning and delivery of events related to Treehouse Nursery School.
- Create and manage project plans.
- Support venue and platform research, demos and site visits,
- Secure collateral associated with confirmed event participants and editorial hosts including photos and bios etc.
- Ensure that attendee records are properly recorded.
- Set up the event ticket holding platforms.
- Provide event day support including event set up and registration, attendee engagement and communication plans.
- Work closely with the team to support the financial workflow for events and the events team, supporting the team with event budgeting and reconciliation
- Additional responsibilities may include assisting with other meeting schedules, event
- related correspondence, travel planning, and onsite participation at events.
- Partner cross functionally with teams.

**Essential skills and qualifications**
- Comfortable and confident when supporting members of events team, and sharing ideas and experiences.
- A positive, problem solving attitude.
- Thrives in a team environment.
- Ability to manage multiple projects in a changing and fast paced environment.
- Communicate clearly and effectively.
- A good understanding of MS Office.
- Exceptional eye for detail.
- Project management skills and experience.

**Job Type**: Part-time
Part-time hours: 27 per week

**Salary**: From £33,000.00 per year

**Benefits**:

- Company events
- Company pension
- Discounted or free food
- Employee discount
- Store discount

Schedule:

- Monday to Friday

Supplemental pay typ