Executive Assistant

1 month ago

Warwick, United Kingdom Pertemps Bond Full time
Job Title: Executive Assistant
Reports to: Chief Executive
This will be based at a local charity situated in rural Warwick.
Due to the location of the company you will need access to your own car as no public transport is nearby.
Contract Type: Permanent.
Salary: £34,530
Hours: Full time – 37 hours.
Monday – Thursday 9:00am – 5:00pm (1 hour lunch)
Friday 9:00am – 4:00pm (1 hour lunch)
Free parking on site.

Role Purpose:
Reporting into the Chief Executive, the Executive Assistant will provide executive support for the senior leadership team and the Board of Trustees.

Specific Responsibilities:
Board of Trustees
  • Ensure the effective and efficient running of Board and subcommittee meetings
  • Attend regular and ad-hoc meetings as required
  • Production of agenda, minutes and action logs, ensuring any actions are distributed and actioned following the meeting
  • Production of regular and ad-hoc reports and other documentation to the Board and subcommittees
  • Act as point of contact between Board Members and staff where necessary
CEO’s Office
  • To act as the first point of contact for enquiries and correspondence relating to the CEO with a view to managing, delegating and ensuring tasks are completed by the most appropriate person
  • To be the public face of the company and act as a gatekeeper/filter to ensure that the CEO’s time is utilised most effectively
  • Ensure the smooth running of the CEO’s diary and meetings
  • Attend regular and ad-hoc meetings as required to take notes and actions and ensure any actions are distributed and actioned by the relevant parties
  • To undertake a wide range of research tasks to support the CEO in their role, in particular the preparation of briefing notes, presentations and communications
  • To liaise with and host guests of the CEO and senior management team when visiting
  • To ensure all relevant information is passed from the CEO’s office to the senior leadership team / the Board of Trustees (and vice versa)
  • To contribute proactively to the general running of the senior leadership team, carrying out other adhoc duties as requested, and providing support as required
  • To undertake key projects as assigned such as the organisation and delivery of events such as the annual conference and meetings
General
  • To provide high level Executive Assistant and project support to the CEO, Board of Trustees and senior leadership team
  • To manage and maintain procedures relating to the CEO’s diary and correspondence, ensuring that all messages receive a timely reply; draft correspondence as required; and where appropriate, to handle enquiries personally or to direct them to relevant members of staff
  • To process invoices, credit card and expense forms for the CEO
  • To undertake all filing and record keeping for the CEO ensuring that this is in a system compatible with the rest of the organization
  • To arrange meetings in line with schedules, booking rooms and refreshments, sending invites and meeting and greeting attendees.
  • Support the CEO with administration relevant to budget management
  • To undertake such other duties as the Chief Executive shall from time to time determine
  • To develop and maintain good internal and external relationships
  • To demonstrate the values and cultural aspirations of the company in all work that is undertake
  • To ensure consideration is always given to our charitable aims and objectives and that this is demonstrated in all activities undertaken
Person Specification
  • Empathy with aims and values of the company
  • Experience of EA work at senior/executive level
  • Experience of complex diary and email management and acting as gatekeeper for a senior level individual(s)
  • Significant experience of managing and prioritising a high workload and multiple complex issues and tasks in a changing environment with tight deadlines
  • Excellent written communications skills: the ability to draft correspondence and other communications to a high level of written English both grammatically and in content
  • Excellent verbal communication skills: the ability to effectively deal with people professionally, confidently, and politely both with colleagues and externally
  • Advanced IT skills including Microsoft Office and SharePoint
  • Excellent attention to detail, time management and organisational skills with the ability to work under pressure in a busy environment
  • Experience of arranging, servicing, and taking minutes of meetings
  • Good numeracy skills and experience of invoice and expense processing
  • Self-motivated, flexible, able to take initiative with the ability to work independently and as part of a team
  • Reliable, enthusiastic and with a committed and proactive approach to work
 

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