Executive Assistant to CEO

**JOB DESCRIPTION Title**: Executive Assistant to the Chief Executive Officer (CEO) Department: Corporate Services Reporting to: Chief Executive Officer Direct reports: None Location: Flexible (Home and Hospice-based) Hours: 37.5 hours per week Role purpose: The Executive Assistant provides executive, administrative, and development support to the CEO, Board of trustees, as well as the Senior Management Team (SMT). The Executive Assistant serves as the primary point of contact for internal and external communications. The Executive Assistant serves as a liaison to the Board of Trustees and Senior management Team; organises and coordinates daily activities as required. Essential/Primary Responsibilities: Executive Support Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; composing and preparing correspondence; arranging, itineraries and agendas and compiling documents for meetings.

Communicates with other personnel on the CEOs behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the SMT, and board of trustees. Drafts reports, letters, proposals; prepares and coordinates oral and written communication as required. Board Support and Liaison Serves as the administrative liaison to the Board of trustees and manages Board activities, which includes coordinating regular Committee and Board meetings and new member orientations.

Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the hospices agenda. Management Liaison Participates as a key support member of the SMT including assisting in scheduling, attending meetings. Assists in coordinating the agenda of senior management team meetings. Prepares a comprehensive account of the meetings and designates and follows up on assigned action items.

**Secondary Responsibilities**: Performs other duties as assigned Provide assistance, as needed, to front desk operations to include but is not limited to, answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests Supporting People and Workforce with oversight of volunteer co-ordination Operational administration of IT and telephony equipment Accountabilities: Position reports to the CEO and works directly with the SMT Works directly with Committees chairs Works directly with senior level staff and HR both internally and externally Experience & Education: Strong organisational skills that reflect ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail. Two to Five years providing support for upper-level management in a related organisation (i.e., local authority, health, charity) Skills & Abilities: Strong people skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors Previous experience working with development and fundraising programs to increase donor contributions and funding sources Proficient in Windows, including MS Word, EXCEL and PowerPoint; fund-raising data management systems knowledge helpful Ability to learn new software such as Doodle polls and Directors Desk board portal. Ability to work independently and with professional discretion Excellent writing, editing, grammatical, organisational, and research skills Ability to work with a broad range of people including major donors, Board members, key stakeholders and colleagues of the CEO and staff, and others Excellent management, time-management, and problem-solving skills Working Conditions/Other Data: Due to the confidentiality of the work, the functions of this position should be performed in a private office location Occasional travel may be involved Flexible working from home can be agreed Some out of normal hours working may be required, to support charity and fundraising events