Executive Assistant

Basic Overview
Salary: £28000 – £30000/annum
Job Type: Full Time / Permanent
Minimum Salary: 28000.00
Maximum Salary: 30000.00
Job Location: Warwick
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We are looking for an experienced Executive Assistant to join a charity based company in Shrewley (Warwick).
This is for a 6 month contract.
Salary: £28,000 – £30,000 depending upon experience.
Hours: 8:30am – 5:00pm Monday – Friday.
Free parking on site.

Role Purpose:
Reporting into the Chief Executive, the Executive Assistant will support the day-to-day activities and
requirements of the senior management 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 the company
To ensure all relevant information is passed from the CEO’s office to the senior managers / the Board of Trustees (and vice versa)
To contribute proactively to the general running of the senior management team, carrying out other ad-hoc 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 AGM meetingsGeneral Administration

To provide high level Executive Assistant and project support to the CEO, Board of Trustees and senior management 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 organisation
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 managementOther Duties

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 undertaken
To ensure consideration is always given to our charitable aims and objectives and that this is demonstrated in all activities undertakenPerson Specification

Essential Criteria

Empathy with aims and values of the charity
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 workDesirable Criteria

Some knowledge, or experience, of equestrian sport or activity
Experience of working with a board of directors / trustees
Experience in the charity sector
Experience of project delivery

To apply for this job please visit www.cv-library.co.uk.