Tlt Executive Assistant to The CEO

Role: Executive Assistant to the CEO

Responsible to: Chief Finance Officer, TLT

Based at: One of the Trust Schools

Hours: 37 hours per week, 41 weeks per year

Grade: Grade K, points 32 to 36

**Job Context**

Tove Learning Trust (TLT) is a multi-academy trust (MAT) with a small central structure and a large amount of autonomy granted to its constituent schools. The post holder works closely with the schools and the trust management team.

This is a senior position and incorporates the role of assistant to the Chief Executive Officer (CEO) of TLT and the Board of Trustees, including all matters relating to the management and governance of the trust. The role will include handling sensitive and highly confidential material relating to the development and expansion of the trust, liaising with external parties and government agencies and all levels of governance for TLT.

**Key Responsibilities**
- To be the Executive Assistant to the CEO of TLT
- Act in an official capacity as Company Secretary, clerk and advisor to TLT Board of Trustees and Grace Academy Trust.
- Coordinate the documents for the on-boarding process for new schools into the trust and guide all external parties to the required completion date.
- Line manages the trust's Governance Professional and TLT central marketing team.

**Executive Assistant duties**

1) To provide effective and highly efficient diary management for the CEO the to enable them to further the business of the organisation

2) Lead in the preparation of setting annual, periodical or spontaneous meeting schedules, preparing documents, agendas and minutes for meetings, arranging appointments and arranging general work schedules to support the CEO in maximising their time.

4) Support the CEO and CFO with the collation, generation and publication of all trust policies ensuring that all the statutory requirements are met including the compulsory elements on the trust website.

5) To process the CEO’s expenses in accordance with the travel expenses and finance policies. Provide the CFO with the detailed information in the required format to facilitate the appropriate recharging of the CEO’s time.

6) Provide project management and research support as requested or deemed necessary.

7) Assist with the standardisation of trust templates and materials to promote the TLT brand on all central documentation.

8) Update and maintain the TLT marketing information so it is ready and available for the CEO and Trustees to share with prospective schools.

9) Oversee the trust marketing function, outsourcing to professionals or other trust staff as required.

10) Support the TLT Executive Team with articulating and delivering the trust’s growth plan through the production of briefing reports, plans and summaries for consideration by the Trustees.

11) Use initiative and discretion to make critical or strategic decisions in the absence of the CEO and/or CFO as appropriate.

12) Facilitate the production, monitoring and review of Trustee / Governor documentation including the risk register, annual reports and annual account reporting.

13) To establish, convene and attend relevant functional groups within and outside of the trust as necessary and provide appropriate admin and hospitality arrangements.

14) To travel to all schools within the trust on a cyclical basis or as required to develop a detailed knowledge of the individual school teams and build key relationships.

15) Be the point of enquiry for all trust schools in terms of day to day queries, phone calls or guidance, forwarding on as required.

**Official Roles & Governance**

16) Assume the role of Company Secretary for Tove Learning Trust and Grace Academy Trust and file all relevant notices at Companies House within the required timescale.

17) Ensure all membership records and documents relating to the Board of Trustees and the local governing bodies in the schools across the trust are up to date and accessible as required.

18) Oversee the creation and accessibility of TLT policies and the management of the statutory disclosures for the Trust and local governing bodies.

19) Manage the recruitment and delegation of recruiting TLT Members, TLT Trustees and local governor representatives.

20) Be the senior contact for the ‘face of the trust’ in terms of external exposure, reputational risk management, marketing, promotional materials etc.

**Management of Schools into the Trust**

21) Act as a focal point with the on-boarding of new schools to the trust passing on tasks and information to relevant people as required.

22) Absorb the requirements of the DfE and arrange for document completion and similar to be met by assigning tasks and following progress to ensure critical deadlines are met.

23) Support the CFO with the due diligence processes prior to on-boarding to ensure the Trustees have all the information they require to make a decision on the acceptance of the incoming school, or not.

24) Sign off key transf