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Executive Assistant
2 weeks ago
Key Outcomes / Results:Act as the first point of contact for the CEO, handling correspondence, calls, and emailsManage and coordinate the CEO's diary, appointments, and meetingsPrepare agendas, take minutes, and follow up on action points from meetingsOrganise travel, accommodation, and event logisticsMaintain confidential files and recordsAccountable for professional, pre-emptive, and responsive administration and PA services to directors (and services) across the Trust.Ability to make continuous improvements and streamline processes to ensure efficiency, effectiveness and compliance.Prepare timely and professional reports for Chief Executive, Trustees and the wider executive team.Relationship building with internal and external stakeholders.Participate in meetings, committees, and working groups; provide continuous professional, high-quality support to the Chief Executive, as required.Draft and proofread correspondence, reports, and presentations.Explore new ways of working efficiently with a focus on digital literacy.Skills and Qualifications:At least 2-5 years' experience in a PA or Executive Assistant role, ideally at Board level including minute taking, strong verbal and written communication, time management skills and project.Ability to adapt quickly to respond to CEO's needs regarding unforeseen or unexpected issues and incidents.Experience of managing information and data - formatting and running reports.Qualified to Level 3 or above (e.g. A-level or equivalent) or equivalent in role experience.High level of discretion and confidentialityAbility to manage multiple priorities and work under pressureProficiency in Microsoft Office and digital tools (e.g., Outlook, Teams, SharePoint)Communication Skills:Advocate culture of communication and information sharing between team members. May involve others in resolving and discussing mutual problems. Written responses presented in range of formats. Exchanges and clarifies technical or complex info for diverse audience.Thinking Style:Analyses facts and available information to resolve varied and non-routine problems. Plans and organises a range of interlinked activities and tasks. May modify processes for best outcomes. Confident with data and report writing / business case. Aware of wider issues. Uses experience to identify most appropriate actions. Pre-empts issues and trouble shoots.Working with Others:Role models integrity. Flexible style, stepping in to support team members when required. Liaises with other teams / departments and external partners / contacts as service area expert. Encourages engagement and flexibility within team.Well-being and Values:Demonstrate interest, care and attention. Create a positive impression. Reliable, dependable and professional. Aware of cultural and individual differences in all interactions and service areas.Additional information:Duties must be carried out in compliance with St Monica Trust's Equity, Diversity and Inclusion Policy.Duties must be carried out in compliance with current UK GDPR and with St Monica Trust's Confidentiality and Data Protection Policy.This role profile contains the principal accountabilities relating to this post and does not describe in detail all the duties required to carry them out.The role:As an Administrator, the role involves providing administrative support to the services, including activities relating to finances, residents, colleagues, reception and general support to the wider management team. A working knowledge of Microsoft Office, including Word, Outlook and Excel, Access (or other databases) is essential.Training and development:If you wish to proceed further with us, support and training will be provided to assist you in your role and take on extra responsibilities. #J-18808-Ljbffr
