Executive Assistant to CEO

3 weeks 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 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 0900 to 1530, 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 via various channels.
  3. Coordinate and schedule meetings with Trust personnel, 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 that all relevant licenses are maintained in collaboration with senior management.
  6. Organize office operations and maintain inventory of 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 adequate staffing at the reception desk and provide coverage as necessary.
  10. Maintain accurate HR records and facilitate 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. Preserve and manage all historical records and documents.

Required Qualifications and Skills:

Essential Qualifications:

  1. Proven ability to take initiative, make decisions, and prioritize tasks effectively.
  2. Capability to meet deadlines and manage time independently.
  3. Proficient in meeting management, including diary management and minute-taking.
  4. Strong problem-solving skills.
  5. Excellent team collaboration abilities.
  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 Qualifications:

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

Experience Requirements:

Essential:

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

Desirable:

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

Personal Attributes:

Essential:

  1. Strong 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.

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