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Executive Assistant to Chief Operating Officer and Chief People Officer

1 month ago

Hailsham, East Sussex, United Kingdom Tate Full time

Job Summary:

Tate is seeking an experienced and highly skilled Executive Assistant to provide administrative support to the Chief Operating Officer and Chief People Officer.

Key Responsibilities:

  • Manage the diaries for the COO and CPO, ensuring effective scheduling of meetings, appointments, and events.
  • Handle and prioritise all correspondence on behalf of the COO and CPO, drafting responses where appropriate.
  • Act as a first point of contact for both the COO and CPO, handling queries professionally and directing them as necessary.
  • Prepare confidential documents, reports, presentations, and communications.
  • Ensure the COO and CPO are reminded of key deadlines, meetings, and important tasks.
  • Organise meetings, including setting agendas, preparing meeting materials, coordinating logistics (venues, catering, IT), and ensuring smooth execution.
  • Attend and minute meetings as required, ensuring all actions are accurately captured and followed up.
  • Administration of bursary and scholarship applications
  • Administration of the Trust insurance policies (assisting with enquiries, notifications and claims)
  • Manage confidential and sensitive information related to operational and HR matters in accordance with GDPR and organisational policies.
  • Assist with various projects and initiatives led by the COO and CPO, ensuring timely progress and completion.
  • Handle all information with the highest level of confidentiality, exercising discretion in managing sensitive matters related to personnel, governance, and strategic planning.
  • Work closely with other departments, including HR and Finance, ensuring smooth communication while maintaining confidentiality.
  • Support longer-term strategic projects initiated by the COO and CPO, including research, planning, and coordination of resources.
  • Assist in the integration and development of internal systems and processes that support the operational and HR functions.
  • Deputise for the Clerk to the Board in case of unforeseen absence.

Requirements:

  • An organised approach to work and time management
  • Self-motivated, showing initiative and responsibility.
  • Ability to coordinate multiple events, tasks and responsibilities and remain calm under pressure.
  • Ability to manage own workload within given deadlines.
  • Excellent interpersonal skills with the ability to build and maintain effective relationships with people from a wide range of backgrounds at all levels.
  • Good level of literacy and numeracy.
  • A resilient, confident, outward-looking, proactive communicator.
  • Able to respond quickly and calmly to problems and transmit confidence and professionalism.