Pa to CEO and Executive Pa to Trustees

**Job Title: PA to CEO and Executive PA to Trustees**

**Salary**:£30,000 per annum

**Hours**:Full time, 35 hours per week

Centre 404 is a prominent and successful charity that offers friendly, reliable and person-centred support to people with learning disabilities, autism and their families. We currently operate across 7 London Boroughs.

We have a fantastic new opening for a highly organised and practical professional to join our Central Team as an PA to our CEO and Executive PA to the Board of Trustees.

The post holder will oversee aspects such as diary management and scheduling, liaising with senior managers, funders and other professionals and partners and organising and minuting committee meetings. They will act as a point of contact for Trustees and Senior Managers and will lead on the coordination of specific projects for the CEO and the Trustees. In addition, they will manage some of the organisation’s administration, such as insurance renewals, maintenance of records and archives and coordinating work towards external accreditations.

We are looking for someone who can effectively balance multiple demands and is keen to make this role their own and add value to the team. The right person will be able to take on current systems and use their organisational abilities to develop the role and source innovate ways of working to support the wider work of the organisation. They will also need to demonstrate excellent standards of written and verbal communication skills as well as the ability to handle effective professional boundaries and relationships with people at all levels.

**This is an excellent opportunity to provide support to the CEO and Board of Trustees for a fast-paced, growing organisation that has a real positive impact on the communities it supports.**

**Support to CEO**
- Diary management, including management of Outlook diary.
- Update the CEO’s paper and electronic file management and archive filing systems, in line with Data Protection principles.
- Take messages and manage correspondence and communication with professionals including funders and Trustees as required.
- Letter writing and general administrative support as required.
- An excellent standard and method of personalised communication with the CEO.
- Facilitate Away Days and training schedule for senior management and Trustees.
- Coordinate the schedule for Heads of Service and other senior management with the CEO for supervision, probation reviews, appraisals, annual leave and absence tracking, etc.
- Oversee the CEO’s LinkedIn profile and handle social media responses and posts
- Use creative and tech skills to produce engaging and informative reports, presentations, posts and hard copy material.
- Lead on the coordination of specific projects for the CEO and Trustees which in the past have included our building and extensive refurbishment project and a heritage project based upon the organisations 70th birthday year and celebrations and activity.

**Support to the Trustees, Committees and Senior Management Team**
- Organise, service and take minutes at meetings of the Executive Committee and other committees as and when required including preparing refreshments, sending out papers in advance, and collecting any apologies. (Committee meetings take place in the evenings outside of normal office hours, TOIL will be offered for additional hours where appropriate).
- Act as a point of contact for Trustees and Senior Management Team, coordinate communication around meetings, training, correspondence or attendance at events.
- Provide administrative support to ensure annual declarations, accounts and other relevant documentation is completed in line with Trustee and sub-committee policies and procedures.
- In conjunction with the Resourcing team ensure all Trustee records are kept up to date including but not limited to keeping their membership and DBS checks up to date, monitoring and tracking their training, performing skills audits as required.
- Attend and minute take at Heads of Service (senior management team) meetings and support with any relevant administrative actions that come from these meetings.

**Company Administration**
- Maintain and keep up to date all records and documents relating to Companies House and the Charity Commission including, but not limited to, updating trustee information and in conjunction with Head of finance uploading completed financial accounts.
- Provide administrative support to the Director of People and Resources and the wider Central team providing assistance with a range of projects including accreditations, fundraising administration, confidential documents and follow up calls and other paperwork.

**Events and functions**
- a) Active member of the AGM Working Group who organise and deliver the annual summer AGM business meeting and garden party, leading on the invitations and business meeting coordination
- b) Attend the Christmas Working Group to provide assistance with