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Executive Assistant/pa
5 months ago
Role of: Executive Assistant
Employer: Society of the Sacred Heart
Hours: Full Time (Office Based)
**Salary**: £32,000 per annum
Place of Work: Provincial Office, Hammersmith, London
Reports to: Executive Director and Provincial
The Society of the Sacred Heart is an international Roman Catholic women’s Religious order, the England/Wales province of which is based in Hammersmith, London. The Province has communities in several parts of England, mainly in the North East, London and the South East.
The members of the Society have a background in education and development.
Role Purpose:
As Executive Assistant, you will work closely for the Executive Director and the Provincial to provide a high level of secretarial and administrative support. You will be responsible for providing day to day administrative assistance, managing diary arrangements, taking minutes of key meetings, developing and maintaining effective systems and preparing reports and making presentations as requested. You will also act as a channel of communication and information for Sisters, Provincial Team & Staff, drafting newsletters, liaising with the website provider and ensuring that all information is accurate and appropriate.
The Post holder will be a dynamic, organised and proactive individual with excellent administrative and communication skills comfortable working with a wide range of people.
Principal Duties
- Arranging internal and external meetings for, and on behalf of Executive Director and
Provincial and preparing and distributing documentation in advance
- Provincial diary and calendar management including regular review of key dates and events with Executive Director.
- Arranging domestic and international travel and accommodation as requested for Sisters and staff.
- Reminding Executive Director and Provincial of important tasks and deadlines, anticipating requirements and assisting with document preparation, drafting papers, slides etc.
- Planning and assisting in the preparation of Trustee reports, board and Province meetings
- Preparing electronic documents, spreadsheets and PowerPoint presentations as required
- Liaise with the website provider on matters of content, updating and developments.
- Work flexibly with the Operations Manager and staff to ensure cover and support to the
Provincial, Executive Director and Deputy Executive Director is maintained at all times.
- Carry out any other tasks from time to time as requested by the Provincial, and Executive
Director.
- Maintain confidentiality of information
- Show patience and understanding to visitors to the office and requests from Sisters for assistance
- Be confident to express ideas and contribute to new improved ways of working
- internationally.
- Maintain all appropriate records of Sisters on behalf of the Provincial
International
- Act in role as ‘Provincial Secretary’ for the Province
- Build and maintain good working relationships with colleagues and Sisters in the Generalate in Rome.
- Keep accurate information relating to Sisters and be able to pass this on as requested and as agreed by the Provincial.
- Contribute to the annual update of the Congregation ensuring all information is accurate.
- Plan and organise events, assemblies and chapters.
Communications
- Agenda preparation and minute-taking of key meetings including Trustees and Investments.
- Compiling and preparing draft reports, presentations and correspondence
- Proof reading of internal and external documents
- Supporting the Executive Director to respond to all forms of communication in a timely and appropriate manner (including sending communications on behalf of the Executive Director)
- Correspondence drafting on behalf of the Provincial and Executive Director
- Regular communication and correspondence with the Generalate in Rome.
Visas and vetting
- Put in place Visas for visiting Sisters from overseas
- Be the point of contact and act as Authorising Officer for the Home Office Visa and Vetting agency
- Keep abreast of regulations and advice concerning the awarding and restrictions on visas
- Advising Sisters accordingly
- Advising Provincial and Sisters on Home Office visa requirements regarding timescales and the ability to study in the UK whilst covered by a Visa.
Person Specification
- Knowledge and experience of electronic administrative and communication processes
- High level of accuracy and attention to detail
- Excellent and proven MS Office skills (Word, Excel, PowerPoint and Publisher)
- Good communication skills, both written and verbal, in person and by phone
- Good interpersonal skills and ability to build a strong rapport with colleagues and Sisters
- Capable of developing timelines and organising administrative tasks
- Experience of minute-taking
- Ability and motivation to deliver high-quality work
- Highly organised with the ability to multi-task
- Flexible approach to managing and prioritising workload
- Confidence in dealing with multiple stakehold
