Executive Assistant

5 months ago

Warwick, United Kingdom Pertemps Network Group Full time

**Job Description**:
We are really excited to be looking for an experienced Executive Assistant to join a charity with beautiful rural offices based in Warwick.
The working hours are Monday - Friday 8:30am - 5:00pm
Salary is £30,000
Free parking on site with lots of country walks to visit on your lunch break.

**Role Purpose**:
Reporting into the Chief Executive, the Executive Assistant will support the day-to-day activities and requirements of the senior management team and the Board of Trustees.

**Specific Responsibilities**:
**Board of Trustees**
- Ensure the effective and efficient running of Board and subcommittee meetings
- Attend regular and ad-hoc meetings as required
- Production of agenda, minutes and action logs, ensuring any actions are distributed and actioned following the meeting
- Production of regular and ad-hoc reports and other documentation to the Board and subcommittees
- Act as point of contact between Board Members and staff where necessary

**CEO’s Office**
- To act as the first point of contact for enquiries and correspondence relating to the CEO with a view to managing, delegating and ensuring tasks are completed by the most appropriate person
- To be the public face of the company and act as a gatekeeper/filter to ensure that the CEO’s time is utilised most effectively
- Ensure the smooth running of the CEO’s diary and meetings
- Attend regular and ad-hoc meetings as required to take notes and actions and ensure any actions are distributed and actioned by the relevant parties
- To undertake a wide range of research tasks to support the CEO in their role, in particular the preparation of briefing notes, presentations and communications
- To liaise with and host guests of the CEO and senior management team when visiting the company
- To ensure all relevant information is passed from the CEO’s office to the senior managers / the Board of Trustees (and vice versa)
- To contribute proactively to the general running of the senior management team, carrying out other ad-hoc duties as requested, and providing support as required
- To undertake key projects as assigned such as the organisation and delivery of events such as the annual companies conference and meetings

**General Administration**
- To provide high level Executive Assistant and project support to the CEO, Board of Trustees and senior management team
- To manage and maintain procedures relating to the CEO’s diary and correspondence, ensuring that all messages receive a timely reply; draft correspondence as required; and where appropriate, to handle enquiries personally or to direct them to relevant members of staff
- To process invoices, credit card and expense forms for the CEO
- To undertake all filing and record keeping for the CEO ensuring that this is in a system compatible with the rest of the organisation
- To arrange meetings in line with schedules, booking rooms and refreshments, sending invites and meeting and greeting attendees
- Support the CEO with administration relevant to budget management

**General**
- To undertake such other duties as the Chief Executive shall from time to time determine
- To develop and maintain good internal and external relationships
- To demonstrate the values and cultural aspirations of RDA in all work that is undertaken
- To ensure consideration is always given to our charitable aims and objectives and that this is demonstrated in all activities undertaken

**Person Specification**
- Experience of EA work at senior/executive level
- Significant experience of managing and prioritising a high workload and multiple complex issues and tasks in a changing environment with tight deadlines
- Excellent written communications skills: the ability to draft correspondence and other communications to a high level of written English both grammatically and in content
- Excellent verbal communication skills: the ability to effectively deal with people professionally, confidently, and politely both with colleagues and externally
- Advanced IT skills including Microsoft Office and SharePoint
- Excellent attention to detail, time management and organisational skills with the ability to work under pressure in a busy environment
- Experience of arranging, servicing, and taking minutes of meetings
- Good numeracy skills and experience of invoice and expense processing
- Self-motivated, flexible, able to take initiative with the ability to work independently and as part of a team
- Reliable, enthusiastic and with a committed and proactive approach to work

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