£16.30 - 16.30 per hour
020 7820 7307
2 months ago
I am excited to be working alongside an amazing emergency services charity in search of an experienced Executive Assistant to provide full administrative support to the CEO and senior executive management (when required).
Provide administrative support to the CEO including diary management, prioritisation and organisation of appointments/meetings, dealing with correspondence including drafting responses, issue and redirection, and telephone calls
To ensure the CEO is fully briefed in advance of their meetings with relevant paperwork/agenda's
Manage CEO attendance at events, arranging travel, food, overnight accommodation requirements and process travel expense claims and invoices
Facilitate CEO in supporter/stakeholder meetings, including meetings with High NET worth individuals, Grants and Trusts, Government agencies, NHS trusts, Education institutions. Update presentations for talks and events
To use autonomous judgement and initiative to manage the response to the CEO incoming correspondence (i.e. post, emails) and telephone calls, some of which will be contentious, complex and sensitive. Identify those which are a priority and handling them accordingly, redirecting to appropriate person for action, replying on behalf the CEO, drafting responses and sending these to a range of colleagues/organisations for information/action
Manage complex and sensitive business on behalf of the CEO; problem solving, ability to take responsibility and think independently, respond to sudden unexpected demands in the CEOs absence linking with members of the Executive Leadership Team as appropriate.
To receive, screen and make telephone calls on behalf of the CEO. This will include dealing with enquiries from outside sources, resolving enquiries when possible taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken
Responsibility for monitoring work and supporting discreet projects on behalf of the CEO
Responsible for and play a key role in internal/external communication, developing effective networks and effective communication with individuals and other organisations regarding the activities of the CEO
Support the Executive Leadership Team with meeting requests and executive assistance as required
Ensuring regular liaison with the members of the Executive Leadership Team and the CEO, taking the opportunity to highlight any areas of concern and potential conflicts
Responsible for Executive Teams hardware and software and maintenance support, liaising with IT support company to ensure optimum IT support for Executives
Draw up purchase orders and collate invoices on behalf of the Executive Team and submit/liaise with Finance department
Coordinate Executive Leadership Team signing cheques at the request of the finance team
Manage, provide and maintain a high level of PA/secretarial services to the Directors as required, in the production of reports, business papers, spreadsheets, presentations and other documents
Set and ensure that deadlines are adhered to by monitoring of progress and follow up where necessary to accurately assimilate information in the production of reports and correspondence
Streamline systems and processes as appropriate to allow the free flow of information with the minimum of bureaucracy. This will include the use of Digital platforms and systems
Undertake and support specific projects and research as required
To provide a full administrative/secretarial service for meetings of a significant nature preparing agenda papers, taking and transcribing formal minutes, following up action and to be politically sensitive and have a sound knowledge of issues under discussion and organising meetings, booking rooms/venues, arrange hospitality.
Act as a focus for a wide range of queries about the Charity from internal and external sources, ensuring that all enquiries are personally handled in a professional, courteous and effective manner, or redirected as appropriate
To receive visitors in a friendly manner with tact and discretion. Act as a first point of contact for all communication and personal contacts.
Initiate processes for regulatory compliance renewals
If you have the above skills and experience and are immediately available, please apply online today!