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Executive Assistant to CEO

2 months ago

West Malling, Kent, United Kingdom Workingmums Full time

Executive Assistant to CEO (Part Time)

Workingmums is collaborating with a well-established organization to recruit an Executive Assistant to the CEO on a part-time basis.

The primary objective of this position is to deliver exceptional administrative and secretarial assistance to senior executives and board members while managing a variety of documentation, including archival materials.

Job Title: Executive Assistant to CEO

Reporting To: Chief Executive Officer

Hours: 30 hours/week

Standard working hours will be Monday to Friday from 0900 to 1530, with a 30-minute unpaid lunch break. (These hours may be adjusted to accommodate operational needs).

Key Responsibilities

  1. Assist senior executives and board members in fulfilling their duties.
  2. Manage all incoming communications to the main office via various channels.
  3. Organize and coordinate meetings with staff, board members, and a diverse range of external stakeholders, as well as plan receptions and events as needed.
  4. Attend and record minutes for management and board meetings, ensuring proper distribution.
  5. Maintain all necessary licenses and ensure compliance with relevant regulations, collaborating with senior staff as required.
  6. Oversee office organization, manage supplies, and maintain an efficient filing system.
  7. Administer the organization's websites, email accounts, and associated domain names.
  8. Supervise the reception team and enhance the reception service at the main site, addressing issues and proposing improvements.
  9. Ensure adequate reception staffing and provide coverage during absences.
  10. Maintain accurate HR records and coordinate staff training while adhering to GDPR regulations.
  11. This list is not exhaustive and may encompass additional reasonable tasks.
  12. Collaborate with HR contractors regarding recruitment advertising and ensure compliance with the hiring process.
  13. Safeguard and manage all historical records, documents, and original artworks.

Required Qualifications and Skills

Essential Criteria

  1. Proven ability to take initiative, make decisions, and prioritize tasks effectively.
  2. Capable of meeting deadlines and managing time independently.
  3. Proficient in meeting management, including diary organization and minute-taking.
  4. Strong problem-solving abilities.
  5. Excellent team collaboration skills.
  6. Proficient in IT, particularly with the Office 365 suite (Word, Excel, SharePoint, Teams, etc.).
  7. Effective communicator with outstanding interpersonal skills.
  8. Commitment to delivering exceptional customer service.
  9. Strong literacy and numeracy skills with a keen attention to detail.

Desirable Qualifications

  1. Experience in line management.
  2. Skills in marketing.
  3. Background in event planning and administration.

Educational Background

Essential Qualifications:

  1. A minimum of 2 years of relevant experience is required.
  2. GCSEs in English and Maths (or equivalent).
  3. Proficient in IT.

Desirable Qualifications:

NVQ Level 2 and/or 3 in Business and Administration.

Personal Attributes

Essential Attributes:

  1. Excellent communication skills.
  2. Flexibility in duties and willingness to work additional hours when necessary.
  3. Self-motivated with a positive attitude.
  4. Dependable and trustworthy.
  5. Respectful of confidentiality.