Executive Assistant

Job Description

Providing Executive support including inboxes and phonecalls, minute taking and diary management.Client DetailsThe client is a not-for-profit and charities organisation based in Birmingham though it is mostly remote.DescriptionThe key responsibilities of the Executive Assistant are:

• Assisting the Chief Executive in undertaking their functions, including acting as a point of reference and liaising with the Trusts Board members, senior managers, staff in other locations and a variety of external stakeholders.
• Exercising discretion and confidentiality at all times when working with and in the presence of Trustees, Senior Management and other stakeholders.
• Leading on prayers and devotions as required.
• Event Management - including securing venues, purchasing/ordering food and refreshments. Preparing and setting out and setting down before and after meetings. Securing post event feedback. Arranging travel, equipment and papers required. Being a point ofcontact for queries and concerns. Meeting and greeting at venues. Attending and organising faith based events, including spiritual retreats. Attending executive spiritual retreat events and Christian conference events, including actively participating andcontributing to scripture based activities and prayer. Source providers for Christian events e.g. Christian facilitators and musicians.
• Providing administrative support such as ordering stationery, dealing with the post and preparing rotas, dealing with internal and external enquiries, photocopying, assisting with distributions, filing, completing standard letters and other administrativeactivities required by the CEO.
• Assisting the Chief Executive with the production of reports, publications, presentations, policies and procedures and data management. This includes drafting, proof reading and improving presentational layout.
• Managing the diary, including travel considerations, booking accommodation and facilities and arranging Supervisions/Appraisals for direct reports.
• Arranging and servicing meetings, including arranging a suitable location and refreshments, drafting of agendas, inviting delegates to meetings, checking, collation, dispatch or upload onto Convene or transportation of papers before or at meetings and minutetaking.
• Collating accurate statistics and information as required, including undertaking surveys or obtaining feedback from internal and external stakeholders. Presenting the information in a suitable format. For example, extracting information from the Trustsdatabases as required and presenting it in an acceptable format Collating and reporting key performance information, benchmarking and other performance data.
• Organising and facilitating induction and on boarding of Board members. Facilitating board members attendance at meetings, training, appraisals etc. Be the first point of contact for the Board members. Provide administrative support to the Chair Personand the Board, sometimes requiring direct liaison without reference to the Chief Executive.
• To oversee the completion of action plans, updating on progress as required.
• Adopting and assisting with implementation of new procedures for the Trust, including communicating changes to key stakeholders.
• Researching information at the request of the Chief Executive.
• Training and advising Executive Assistants to support them in their roles.

ProfileThe successful Executive Assistant is:- Immediately available- Experience in EA work- Be organisedJob OfferThe successful Executive Assistant will be offered:- £15-£18 an hour- Mostly remote- Temp contract 1-2 months- 37.5 hours a week

Keyskills :
AdminHealthcareNHSPublic Sectorsecretaryimmediate startAdministratordata inputfilingtelephonescanningtemporarytemp