Role: EA to CEO
Salary: £40,000 per annum
Hours: 35 per week - finish at 1pm every Friday!
Working flex: initially 4 days a week in the office until you have strong understanding of CEO needs, then 3-2 flex to work from home
Location: North West London
Our client is a specialist Children & Young adult not-for-profit organisation with a focus on social work for children and families, expert special educational support, therapies, short-breaks, recreational activities and learning disability services for adults and young people.
This opportunity is to provide comprehensive EA and Administrative support to the CEO of the business. The role will be heavily focused on managing complex diaries, gate keeping the CEO to ensure time is preserved and providing high levels of administrative support.
Day to day duties include:
- Manage an accurate and up-to-date appointments diary, scheduling and planning future engagements including resolution of conflicting priorities, organising meetings and arranging events
- Receive telephone calls and deal with general enquiries including those from members of the public, external organisations and the press and other media organisations
- Act as key point of contact to the Chief Executive, accessing, monitoring and managing their emails and correspondence, replying as required or directed, and/or in their absence, take ownership and make decisions to delegate work to others where it is appropriate to do so
- Respond to requests for information to CEO, on their behalf, providing draft responses for their approval. To include drafting replies to correspondence, collating information from other relevant staff, and ensuring timely responses
- Ensure vital issues are highlighted to the CEO, in a timely manner, with any follow up actions taken, on behalf of or as directed by the CEO, having awareness to sensitivity and confidentiality of information at all times
- Production of presentations, reports and briefing papers for CEO, undertaking research and providing preparation for meetings, as required
- Arrange internal and external events on behalf of CEO and process payments from relevant budget.
- Undertake projects and research for the Chief Executive, as required on issues across the range of Norwood's activities to support their work on key strategic and operational issues
- Ensure all relevant information and documentation is available and distributed in advance of meetings and proactively with the Chief Executive to produce documents, briefing papers, reports and presentations as determined from time to time, as well as where required attending and taking minutes for senior leadership meetings
- Ensure that the Chief Executive's actions/issues arising from meetings are addressed in accordance with agreed target dates, cascade and liaise with stakeholders accordingly, and to ensure tasks are completed to the relevant deadlines
- To obtain a level of understanding of the organisation's strategic priorities and Chief Executive's workload, to flag and anticipate activities, conflicting priorities, and deadlines, as well as managing time allocation for workload delivery through diary control
- To ensure the timely and accurate processing, collating monitoring and interpreting of financial, statistical and budgetary information, including ensuring income and expenditure is properly accounted for and reported on as part of our monitoring procedure and to participate in the monitoring, evaluation and interpretation of budgets and financial reports
- To assist the Chair on all matters of governance pertaining to the Board of Trustees including induction of new Trustees and administration of Board meetings
- To organise and plan service visits for Trustees and major donors
- Ensure effective working of the CEO's office, by providing main point of contact for planned and unplanned visitors (to include people we support and family, complainants wishing to see the CEO etc.), providing a professional and caring welcome, providing information and assistance, as appropriate
- Engage with the complaints and compliments process within the office as required. This will involve assessing complaints and compliments addressed to the CEO, either by mail, telephone or in person by members of the public, and ensuring prompt dissemination/escalation and action
- Log CEO's annual leave and sickness and support them with any IT issues
- Undertake any other duties requested as appropriate
- Some PA exposure is essential - this can be across teams and/or executives
- Strong exposure to admin, data entry, creating presentations and spreadsheet management
- Strong MS Office skills - Excel, PowerPoint, Outlook and Word
- Charity sector background is ideal
- A high level of emotional intelligence and ability to work under various pressures
- Strong attention to detail and communication skills are essential
- Flexibility to work in the office 4 days a week initially