Personal Assistant (FTC – maternity cover) Fixed Term Contract until end of August 2024 Salary: £35k Hours: 40hours per week Location: Based at head office in Battersea Park
Full time role – based in office
We are currently looking for a Personal Assistant to provide maternity cover supporting the Chief Executive. The ideal person for the job will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail.
The ideal candidate will have previous experience working in an office environment, performing administrative duties and providing support to Senior Management. Given the changing nature of the executive landscape, we rely on our assistants for flexibility and foresight, while maintaining confidences related to high-level systems and operations.
Main duties and responsibilities:
Manage and prioritise all diary planning for the Chief Executive to ensure key internal and external meeting commitments are fulfilled and sufficient time is allocated to strategic planning, line management responsibilities and meeting preparation.
Responsible for managing and reconciling cash and credit card expenses for the Chief Executive.
Manage the Chief Executive’s email inbox ensuring timely responses and the redirecting and following up as appropriate.
Communicate with Board Members, schedule Board Meetings, and arrange meeting agendas.
Co-ordinate papers, presentations, and circulation for Board of Trustees (including sub-Committees). Setting up the meetings, attending to take well documented minutes.
Manage pre- and post-meeting planning, ensuring all relevant papers and minutes are stored and that related actions are undertaken within specified deadlines.
Prepare ad hoc meeting agendas, perform research for meetings and take minutes during senior meetings.
Maintain office correspondence, including calls and emails.
Liaise with clients and stakeholders as required for the Chief Executive.
Maintain electronic filing system, ensuring processes and software are up to date and in working order.
Manage specific projects and follow-up with team members where required.
Maintain a strong working relationship with other departments.
Prepare and deliver monthly reports as required.
Working with other Administrators to maintain office and meeting rooms.
Previous experience as an Executive/Personal Assistant ideally with experience working at Executive level performing tasks such as diary management.
Proven ability to deliver core PA activities to the highest standard and accuracy.
Ability to juggle a busy and forever changing workload.
Able to adapt to manage the various stakeholders.
Ability to be two steps ahead at all times; planning, scheduling and foreseeing clashes.
Calm and efficient
Able to work at pace and under pressure.
Excellent oral and written communication skills with strong emphasis on business communication
Strong interpersonal skills; must be able to work with individuals at all levels both internally and externally.
Strong organisational and time management skills
Must be flexible and able to work under tight deadlines.
Proficiency with Microsoft Office software (Outlook, Excel, Word and PowerPoint)
Strong attention to detail
Strong problem-solving skills
Demonstrated experience handling sensitive and confidential information.