Executive Assistant

**Job Description - Executive Assistant**

**Purpose of the role**
To provide high level and efficient administrative, operational and fundraising support to the
CEO/Board of Trustees/Management Team.

**Line manager**: CEO
**Salary**: £24,000 to £26,000; higher if desirable qualities met
**Hours**: 37.5 weekly
**Annual Leave entitlement**: 25 days plus bank holidays.
**Pension**: Matched contribution up to 5%
**Term**:Permanent
**Probation**: 6 months

**Key responsibilities**
- PA to the CEO
- Board Secretary
- Fundraising and monitoring admin
- Finance support
- HR support
- Operational and infrastructure admin
- Ad hoc project management

**Specific responsibilities**
- PA to the CEO - working with a high level of confidentiality, regular PA tasks such as diary management, arranging internal and external meetings, liaising with partners, donors, corporates.
- Board Secretary - taking minutes, arranging and co-ordinating all Trustee and sub
- committee meetings, coordinating and circulating meeting papers, booking meeting rooms.
- Fundraising and monitoring admin - assisting the CEO and management team with

Trusts and Foundations bid writing, monitoring and reporting; maintaining a rolling small donor programme - logging and thanking small donors promptly, researching additional target donors, producing requests for donations and ensuring repeat requests. General donor stewarding admin.
- Finance support - maintaining finance records (invoices, remittance advices, payment schedules etc), monitoring credit card logs and statements, banking monies (in person and cheque payments), processing payments via variety of platforms (bank, PayPal,

SAGE etc), assisting during the annual audit, monitoring bank activity.
- HR support - assisting management team with recruitment and induction, maintaining employee records, assisting with payroll processing and provide administrative support to all employees, HR system management, researching training needs and organising delivery of training, diarising key dates for staff.
- Operational and infrastructure admin - point of contact for utilities and facilities such as rents, rates, waste, cleaning, licenses, insurance, security, purchasing resources, printing/copying, negotiating and tracking contracts, updating relevant risk assessments.
- Monitoring and responding to enquiries from the general, finance and other inboxes, along with various social media accounts.
- Adhoc project management - such as coordinating repairs, decorating/refurbishment/other building works in the venues and grounds.

**Additional Requirements**
- Attend staff meetings, work proactively with the team, and contribute to the wider activities of the organisation
- Any other activities as deemed appropriate by the line manager
- Undertaking general tasks at the request of the line manager in order to maximise the smooth running of the charity and its work
- Providing cover for colleagues by agreement with the line manager in the event of staff sickness, leave, vacancies or other such temporary situations
- Taking appropriate responsibility under the Health and Safety at Work Acts and complying with all other Time & Talents policies
- Participation in evening and/or weekend events and meetings

**Person Specification**

**Essential**
- Experience of working in an administrative, customer facing environment
- High level PA and administrative experience, including diary management and dealing with correspondence
- Excellent IT skills with fast and accurate typing abilities
- Technical knowledge of MS Office and Office 365
- Highly organised with excellent attention to detail
- Good levels of patience and a methodical nature
- Strong multitasking abilities
- Ability to work collaboratively
- A high level of discretion
- A willingness to be involved in wider team initiatives such as fundraising events and recruitment
- Commitment to diversity, equality and inclusion
- Friendly, positive and personable manner with a high level of energy and enthusiasm

**Desirable**
- Technical knowledge of databases
- Experience of board governance, the preparation of papers and minute taking
- Experience of, or demonstrable aptitude for, successful small-scale fundraising
- Experience of, or a demonstrable passion for working in a community setting, with people with a wide range of needs and abilities

The closing date is **Monday 29th August.**

**INTERVIEWS**: First round interviews will take place 6th and 7th September.

**COVID-19**: the safety and wellbeing of our employees remains a top priority. Therefore, depending on Government restrictions on social distancing, office working and travel, there may be a requirement for some homeworking. You will therefore need to be willing and able to train/work from home and have good broadband access to do so.

**Job Types**: Full-time, Permanent, Graduate

**Salary**: £24,000.00-£26,000.00 per year

**Benefits**:

- Company events
- Employee discount
- On-site parkin