Executive Assistant

2 months ago

Bristol, United Kingdom We The Curious Full time

**Location**: Either working from office/venue or Hybrid if desired. There is an office for full time working but you are welcome to split between our temporary offices in Temple Quay and your home or wherever you prefer to work.

We’re happy to support flexible working both through hybrid working and your working pattern. You will need to be available to attend meetings, have some cross-over with the teams and deliver the responsibilities of the role.

**Department**:Executive

**Report to**:Chief Executive

**Salary**:£32,000 per annum

**Contract**:Fixed term, 12 months (with the potential to extend another year)

**Working hours**:Full time, 37.5 hours

**About We The Curious**

We The Curious is an educational charity and one of the UK’s leading science centres.

We produce experiences that bring people together to play, get creative with science and explore different ideas.

We work with partners, locally and nationally, supporting people to be inquisitive, develop new skills and improve their wellbeing.

We are progressive, inquisitive, collaborative, playful and creative.

**Our mission**

Our aim is to connect and empower people through sharing creative experiences which celebrate unknowns in science.

Our work as a charity is driven by five key pledges:

- Cultivate Curiosity
- Include Everyone
- Open Up Science
- Sustainable Futures
- Build Resilience

You can find out more about these in our Manifesto.

**About the role**

As Executive Assistant, you will perform a variety of high-level administrative tasks and support the organisation's Chief Executive and Heads of Departments. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

You will be collaborative, well-organised, have great time management skills and be able to act without guidance. Ultimately, you will contribute to the efficiency of the organisation by providing support to the Board, executive members and wider organisation.

The executive team defines and amplifies the culture of the organisation - serving to direct and inspire individuals and teams. These individuals articulate purpose, set a clear and actionable strategy for achieving that purpose, and most importantly, motivate and empower everyone else in the organisation to succeed.

In addition, you will also be Company Secretary at the organisation. This role requires that you are responsible for advising the board on all governance matters. As part of this role you will maintain the charity's books and registers, file annual returns and advise directors on their duties, ensuring that they comply with corporate legislation and the articles of association of the company.

**What will you do in this role?**

**Role specific responsibilities**
- Provide sophisticated calendar management for CEO. Prioritise inquiries and requests while troubleshooting conflicts and exercising tact; make judgements and recommendations to ensure smooth day-to-day engagements.
- Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
- Anticipate CEO’s needs in advance of meetings, conferences, etc.
- Liaise between the CEO and members of the Leadership Team to ensure regular communications and smooth decision-making.
- Work with the Leadership Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.

Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organisation, including but not limited to:

- Support the CEO to maintain timely internal and external communications.
- Make travel arrangements and production of detailed travel itineraries following liaison with relevant partners, team members. 
- Coordinate external and internal team meetings and events. 
- Support the CEO with personal expenses and travel claims, and administration of expense cards as required.
- Draft correspondence, presentations and briefings on behalf of CEO. 
- Take notes and write minutes during meetings when required, writing them up subsequently. 
- Undertake basic research as directed to assist the CEO in preparing for meetings, events, presentation etc.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
- Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and the organisation’s values and policies.
- Invest in building long-lasting relationships both externally and internally.
- Act as a liaison and provide support to the Board.
- Arrange and handle all logistics for Board and sub

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