➢ Proactively manage the Chief Executive’s busy diary which involves liaison with high profile and senior personnel including General Managers, Government departments and agencies, Directors, Civil Servants and Chief Executives/Senior Staff of national and international bodies.
➢ Support the Chief Executive by drafting a range of presentations/ speeches (including gathering data, researching material, creating PowerPoint presentations and ensuring appropriate input from managers).
➢ Coordinate internal diaries and meetings with other members of the Senior Management Team with high regard for excellent external and internal customer service.
➢ Provide a first point of contact for telephone and email enquiries to the Chief Executive and assisting with queries as and when necessary, some of which may be of a sensitive and/or confidential nature.
➢ Review the post as and when it arrives to ensure that urgent matters are brought to the attention of the Chief Executive and that all post is sorted appropriately; ensure all outgoing mail is processed within reasonable time scale.
➢ Coordinate monthly Senior Management Team (SMT) meetings (and other internal/external meetings) as directed by the Chief Executive including the booking of venues, managing attendance, agendas, key documents, etc.
➢ Take and write minutes of meetings as directed by the Chief Executive.
➢ Coordinate and manage the Chief Executive's actions, deadlines and responsibilities regarding minutes, letters, email, etc. ensuring that the Chief Executive responds promptly and appropriately.
➢ Manage specific projects on behalf of the Chief Executive, often of a complex, sensitive
and confidential nature.
➢ Assist the Chief Executive in maintaining good internal communications with staff and liaise with the Communications Manager regarding external communications.
➢ Co-ordinate the production, commission and circulation of key documents and other information.
➢ Provide timely administrative support to the Chief Executive in the coordination of internal management procedures including induction & appraisal management and updating HR system.
➢ Actively develop and improve current operational office systems with the Finance Manager and Director of Fundraising.
➢ General administration duties to support the SMT such as photocopying and filing and complete expense claim forms on behalf of the Chief Executive.
Educated to degree level, SVQ RSA 1, 2 and 3 secretarial
level 4 or equivalent education qualifications or equivalent
Minimum of experience: 3 years
Experience of working in the proactive PA role to a senior third sector and understanding team and/or Director of the charitable sector
Excellent administration, office and IT skills (Microsoft Office) including Word, Power Point, Outlook and Excel.
Excellent secretarial skills including typing speed (minimum 60 WPM)
Excellent verbal communication skills
Ability to effectively coordinate diaries and travel schedules
Ability to work flexibly with, and for, others
Ability to work accurately and effectively to deadlines
Ability to use own initiative and to respond to changes positively and proactively
Highly self-motivated with the ability to work independently effectively
Demonstrates commitment to own learning and continuous improvement through training and development.
Collaborative worker and team player
Flexible with a positive approach to problem solving
Assertive with an outcome focused approach and friendly and helpful disposition
Discreet with awareness of the need to maintain confidentiality with sensitive at all times.
Tactful and diplomatic when dealing with sensitive matters
Demonstrates respect for equality of opportunity & diversity and works to promote an inclusive work environment.
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