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Executive Assistant

Job Title: Executive Assistant
Contract Type: Permanent
Location: Bristol
Industry:
Salary: £28000 - £30000 per annum
Start Date: 2019-04-23 00:00:00
Reference: 043310150
Contact Name: Katherine White
Contact Email: Katherine.White@pertemps.co.uk
Job Published: April 23, 2019 16:39

Job Description

I am currently looking for an Executive Assistant to work for a Chief Executive and FD
Hours of Work: 37.5 hours per week, very flexible working hours to suit the Executive Team.
You will receive a salary of up to £30,000, you will be working for a fantastic charity in Bristol
Free parking
As the Executive Assistant you will assist the CEO and the Director of Finance and IT(FD) in managing their demanding workload by providing first class administrative support ensuring the highest levels of accuracy, presentation and confidentiality are maintained at all times.
To support the Trustees in ensuring the smooth running of the charity.

The Executive Assistant is a critical role and will ensure the effective organisation and administration of activities for the business. The EA will operate as a key information conduit between the Executive, understanding their individual and collective requirements and ensuring work is prioritised effectively.

You will need to work in a flexible and adaptable manner, managing expectations and responding to personal and individual styles of operation.
Principal Responsibilities:
1. Meeting Support
Organise and attend meetings including weekly Executive meeting, Board of Trustees, trustee Committee meetings, Information Governance meetings, Executive Away Days, Long Service Awards and other such events as required.
In consultation with CEO, FD and Chairs schedule and prepare agendas and papers for management and trustee meetings and distribute in a timely manner.
Produce accurate, timely and appropriate minutes from management, Board and trustee committee meetings.
Ensure meeting actions are tracked and the Executive Team are alerted to actions requiring their attention in a timely manner.
Liaise with external clients, trustees and other divisions of the organisation to arrange and coordinate meetings.
Ensure the CEO and FD are informed of all upcoming meetings and events and are prepared for them with all relevant documents in an agreed format.

General Administration & Governance

Working with the CEO and the FD identify and implement improvements to processes and systems so that the Executive Office operates in a highly efficient and effective manner.
Manage the Corporate Risk Assessment programme.
Assist CEO and FD in the management and tracking of the strategic plan.
Prepare PowerPoint Presentations, briefing papers, documents, reports and charts as required.
Plan and lead on the induction of new trustees in accordance with policy.
Maintain a register of Trustees and any declared interests including management of the annual return of interests.
Review and maintain all electronic and paper filing systems and keep accurate and confidential records.
Management of the Trustee portal ensuring up to date records are available and reflect the network files.
Support the FD in the administration of insurances; notifying changes to activities, vehicles and locations. Supporting routine claims administration.
Maintain sickness, annual leave and training records for the Executive team on the HR database. Also prepare and submit business expenses.
Maintain an up to date contact list.
Provide cover for the Office Manager in his/her absence.

3. Diary Management & Daily Organisation & Travel:
Plan and organise the daily routine for the CEO and FD:
Screen incoming telephone calls and emails and where appropriate deal with queries to established guidelines, or refer to appropriate lead
Proactively maintain an accurate electronic diary for the Executive Team.
Manage the incoming and outgoing mail for the CEO and FD.
Organise visits to the charity for the CEO, FD and other Executive Team members as required.
Maintain the 'to do' list and assist in the completion of tasks.
Plan travel itineraries and make necessary travel arrangements for the Executive Team and trustees.
You will be expected to use their own initiative and be able to work without constant supervision.

Experience Required

Executive PA experience in a fast paced environment
Financial experience or good financial acumen
Experience of diary management
Working with all seniority levels & across multiple departments
Setting up and managing electronic filing systems

Skills

Excellent communication skills; face to face, written & telephone
Ability to think ahead, anticipate situations and to take the initiative
Excellent relationship builder, particularly at a senior level
Exceptional attention to detail
Ability to maintain stability of performance despite pressure
Excellent prioritisation and time management skills
Ability to multitask
Able to take accurate minutes at Executive and Board meetings
Excellence in: Microsoft Word, Excel, PowerPoint, Outlook, Skype for Business, and Sharepoint
Shorthand

If you are interested in applying for Executive Assistant the please send your CV to katherine.white@pertemps.co.uk