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Executive Assistant to CEO

2 months ago

West Malling, Kent, United Kingdom Workingmums Full time

Position: Executive Assistant to CEO

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 role is to deliver exceptional administrative and secretarial assistance to senior management and board members while overseeing a variety of documentation, including historical records.

Reporting Line: Chief Executive Officer

Work Schedule: 30 hours per week

Standard working hours are 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. Provide support to senior management and board members in fulfilling their duties.
  2. Manage all incoming communications to the head office via various channels.
  3. Coordinate and arrange meetings with Trust staff, board members, and a diverse range of external stakeholders, as well as organize receptions and events as needed.
  4. Attend and record minutes for management and board meetings, ensuring proper distribution.
  5. Ensure all necessary licenses are maintained in collaboration with senior management, including local authority and environmental licenses.
  6. Organize office operations and maintain office supplies while implementing an effective filing system.
  7. Oversee the maintenance of websites, email accounts, and associated domain names.
  8. Supervise the reception team and manage the reception area, addressing issues and proposing enhancements.
  9. Ensure the reception area is adequately staffed and provide coverage during absences.
  10. Maintain accurate HR records and coordinate staff training, ensuring compliance with data protection regulations.
  11. This list is not exhaustive and may include additional reasonable tasks.
  12. Collaborate with HR contractors regarding recruitment processes for new staff members.
  13. Safeguard and manage all historical records and documents.

Candidate Requirements:

Essential Qualifications:

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

Desirable Qualifications:

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

Experience:

Essential:

  1. Minimum of 2 years of relevant experience.
  2. GCSEs in English and Maths (or equivalent).
  3. Proficient in IT.

Desirable:

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

Personal Attributes:

Essential:

  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.