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Job Title: Executive Assistant
Job Type: Permanent
Responsible to: Chief Executive Officer
Responsible for: Executive Support
Salary: £23,816.14 – Pro Rata (£18,985)
Location: The Showroom, Tritton Road, Lincoln, Lincolnshire, LN1 7QY
- To provide support and assistance to the CEO across the full range of his/her leadership:
- Organisational management
- External/internal to the movement relationship management and diplomacy
- To provide logistical and administrative support to the Director Team and Trustees as delegated.
Responsibilities will include:
Support for the CEO’s organisational management and leadership
- Ability to prioritise own work in keeping with agreed norms and to be self-managing to ensure delivery.
- Ability to carry out general maintenance tasks, and have good DIY skills.
- Ability to recognise potential health and safety hazards to self, other staff, residents and members of the public.
- Ability to use stock appropriately and to ensure its use is cost effective and recorded in the appropriate way.
- Ability to cope with the physical demands of the job e.g. lifting carrying.
- Good health record – good timekeeping.
Support the CEO’s external leadership and diplomacy
- Support the CEO in developing and maintaining excellent relationships with key audiences externally.
- Drive the setting of regular meetings with agreed external contacts; planning dates, booking venues, liaising over agendas and ensuring prompt thanks and follow up.
- Manage important and urgent e-mails and telephone calls and act as an interface between the CEO and other staff whilst the CEO is out of the office.
Support the Director Team
- Support the Director team with diary management, planning and logistics.
- Assisting the Director team with the production of high-level papers and presentations.
Support the CEO’s office
- Organise CEO and Director Team (2 people) diaries
- Ensure effective electronic and paper filing and record keeping
- Respond promptly and positively to staff requests for dates, information and advice.
Provide administrative and organisational support to Board of Trustees and associated committees
Support the Chair (either directly or through the CEO as agreed from time to time) to:
- Set dates of Trustee meetings and ensure accurate minutes are taken, approved and circulated.
- Ensure key items of business are flagged up to the movement a week in advance of each meeting and key conclusions are fed back to the movement within a week.
- Produce agendas in liaison with the CEO and Chair, and co-ordinate timely production of papers and timely dispatch after CEO review and approval.
- Maintain an up to date Trustee Action log and co-ordinate with all main committees.
- Act as a first point of contact for Trustees and Directors for meeting related enquiries and constitutional matters.
- Develop and maintain close relationships with all colleagues across the charity
- Recognise leads to high level contacts prioritise these and bring to the attention of the CEO
- Respond promptly to requests for information and advice
- Champion a positive and co-operative culture and high standards of customer care
- Foster a positive working environment and excellent internal communications
- Ensure effective and timely work planning and reporting on progress with the job
- Take on any other duties as delegated by the Chief Executive
- Ensure that all health and safety obligations are met in all aspects of the role.
- Attention to detail
- Ability to maintain confidentiality
- Tact and diplomacy
- Professionalism and efficiency
- Enthusiasm, self-motivation and initiative
- Flexibility and willingness to step in where needed
- Willingness to take ownership and responsibility
- High level of written and oral communication skills
- Excellent interpersonal skills and the ability to establish a rapport
- Ability to build and nurture relationships
- Ability to research, interpret and present information
- Ability to recognise and respond quickly to problems
- Ability to work both alone and cooperatively as part of a team
- At least 3-5 years’ experience of office systems and procedures, some of which will have involved providing administrative support at a senior level preferably in the not for profit sector.
- Substantial experience of organising and taking minutes at high level meetings
- Substantial experience of information management including gathering, handling, communicating and storage of electronic and paper-based information
- Experience of managing diaries, travel schedules and work programmes under pressure
Knowledge and Skills
- High level Administrative and organisational skills
- Good understanding of the principles of customer care
- Ability to manage multiple projects simultaneously and thrive
- Proficient in the use of IT packages including word processing, e-mail, presentation packages, databases, electronic calendars
- Good project management skills.
- Ability to prioritise and organise work effectively to meet deadlines
- Ability to fully support and understand another individual.
- Demonstrate a growth mindset (eg. embrace latest technology, innovate methods for increasing work efficiency)
Measurements of Success
- Chief Executive supported effectively
- External diplomatic relationship managed to a high quality
- Excellent internal contact relationship management
For more information, contact us by calling 01522 508 383 or by email: email@example.com