Overall Role Purpose
The Personal Assistant will be providing confidential and efficient support to Executive Leadership Team members to enable them to carry out their duties effectively.
Key Responsibilities
• Primary contact for the Executive Leadership Team members with people from inside and outside the organisation. This includes planning and taking responsibility for the smooth running of the Executive Leadership Team member’s time and team.
• Deal with all forms of correspondence, produce reports and assist with presentations as and when required. This will include access to a significant amount of confidential information which needs to be dealt with sensitively and on a time-critical basis.
• Ensure that appropriate meeting and travel arrangements and bookings are made in accordance with the diary. Act as delegate to the Executive Leadership Team members for accommodation, sickness absence, holidays, health & safety, filing and recording of data.
Setting up and monitoring purchase orders, approvals, and expense requisitions.
Create and maintain accessible and well-organised documents and reports, seek information and collate data as required. Anticipate and organise so that all necessary briefings and documents are commissioned and compiled for the Executive Leadership Team members in good time in advance of meetings.
• Organise, attend and support meetings or events, including taking notes and producing minutes or action points, as appropriate.
• Track deadlines and issue reminders for delivery of key activities. Undertake research for ad hoc projects within the directorate and support strategic programmes and key projects as required.
• Maintain intranet pages with up-to-date, accessible & user-friendly information, supporting and promoting staff and volunteer understanding of the directorate(s), key contacts, planned work and progress.
• Provide support to the Association Secretary and the Office of the Chief Executive to coordinate and service committees of the Board of Trustees, the Association AGM, and other Trustee Board activities as required.
• Provide administrative support within the directorate as required, including the senior leadership team.
• Work collaboratively with and provide absence cover for other Executive & Personal Assistants. Mentor and support administrative staff across the directorate(s).
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