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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 reputable organization to find an Executive Assistant to the CEO. This is a part-time opportunity designed for a skilled individual to provide exceptional administrative and secretarial support to senior management and board members.

The primary objective of this role is to ensure the smooth operation of executive functions and maintain a comprehensive range of documentation, including archival materials.

Reporting Structure: Reports directly to the Chief Executive Officer

Work Schedule: 30 hours per week

Standard working hours are Monday to Friday from 09:00 to 15:30, including a 30-minute unpaid lunch break. These hours may be adjusted based on 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 through various channels.
  3. Organize and coordinate meetings with staff, board members, and external stakeholders, as well as plan receptions and events as needed.
  4. Attend management and board meetings, taking minutes and distributing them accordingly.
  5. Ensure that all necessary licenses are maintained in collaboration with senior staff, including tracking and reporting water usage records.
  6. Oversee office organization, maintain inventory of supplies, and implement an effective filing system.
  7. Manage the organization's websites, email accounts, and associated domain names.
  8. Supervise the reception team and enhance the reception function at the main site, addressing issues and proposing improvements.
  9. Ensure adequate reception coverage and provide support during staff absences.
  10. Maintain accurate HR records and coordinate staff training while adhering to GDPR regulations.
  11. This list is not exhaustive and may include additional tasks as required.
  12. Collaborate with HR contractors on recruitment advertising and ensure compliance with the hiring process.
  13. Preserve and manage all historical records, documents, and original artworks.

Required Qualifications and Skills:

Essential Skills:

  1. Strong decision-making abilities with effective planning and prioritization skills.
  2. Capacity to meet deadlines, work independently, and manage time efficiently.
  3. Proficient in meeting management, including diary coordination and minute-taking.
  4. Excellent problem-solving capabilities.
  5. Team-oriented with a collaborative spirit.
  6. Proficient in IT, particularly with the Office 365 suite (Word, Excel, SharePoint, Teams, etc.).
  7. Exceptional communication and interpersonal skills.
  8. Commitment to delivering outstanding customer service.
  9. Strong literacy and numeracy skills with a keen attention to detail.

Desirable Skills:

  1. Experience in line management.
  2. Marketing knowledge.
  3. Background in event planning and administration.

Experience and Education:

Essential Experience:

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

Desirable Qualifications:

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

Personal Attributes:

Essential Attributes:

  1. Natural communicator with strong interpersonal 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 and sensitive information.