Job Description

Job Description for PA to CEO Job purpose We are looking for a diligent individual who can support our CEO with diary management, meeting preparation, relationship management, event attendance and travel administration and ad-hoc research. In addition, the post holder will support the planning and organising of our presence at external events. Job Purpose To provide full executive support to the CEO in diary management, administration, travel arrangements and meeting preparation and working on specific projects and research as required. To support and develop key internal and external stakeholder relationships. Work closely with the Leadership team and senior management as well as liaising with trustees. To provide full support to the Leadership team, and to liaise with relevant teams, to ensure our presence at external events runs smoothly and includes the relevant internal stakeholders. Main Responsibilities Support the CEO Manage and maintain the CEOs diary and ensure that the CEO is fully prepared for all meetings and engagements with relevant briefing notes. Manage CEO’s travel, balancing cost and time efficiency as well as processing expenses. Conduct regular diary meetings with the CEO to discuss upcoming engagements and invitations and all other requests for the CEO’s time. Responding to invites and making necessary arrangements. Work on delegated projects and research as directed to support the CEO in their meeting preparation. Schedule meetings between the CEO and their direct reports and the committees and groups of which they are a member. Liaise with external event organisers and hold the administrative and organisational responsibilities related to our external event calendar. Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate. Manage the process from “start to finish” of obtaining briefings and papers (as required) from the Leadership Team on behalf of the CEO, to ensure that they are fully prepared for all engagements. Undertake desktop research as necessary to support the CEO’s preparation for meetings and presentations. Support and develop internal & external stakeholder relationships including the Chair of Trustees and individual Trustees Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO. Handle confidential information; organize and maintain files. In the absence of the CEO, prepare correspondence on their behalf. Meet and greet CEO’s guests and ensure they are looked after. Other Provide ad-hoc executive support to the Leadership Team as required. CEO will support with assessing capacity or reprioritising workload, where necessary. Ensure all management/ staff meetings are coordinated, rooms pre-booked, refreshments available and all the necessary technology is working to ensure effective communications. Ad-hoc project work as required from time to time Any other reasonable duties as required Person specification Skills and Attributes Strong literacy and verbal reasoning and proficient computer skills, including. Microsoft Office Suite (Word, PowerPoint, and Excel); scheduling appointments/updating calendars. Experience of complying with Company Secretary obligations and support of those responsibilities. Strong planning and organisational skills, able to adapt and respond to the unexpected. Confident, proactive, self-motivated and organised approach. Reliable, responsive, discrete, confidential and diplomatic. Calm under pressure of short deadlines and unexpected change of plans. Comfortable in a fast-paced environment with multiple tasks and projects at hand. Ability to structure own time and create transparent approach to workflow management. Problem-solving/ solution orientation. Good eye for detail and commitment to high quality outcomes. Knowledge and Experience Minimum 3 years’ experience of working as a Personal or Executive Assistant. Proficient with Microsoft Office. IAAP Certified Administrative Professional (CAP) or professional certification in office management preferred. Experience of Company Secretary obligations. Knowledge of standard office administrative practices and procedures. Experience of working with a Board of Trustees within a Charity would be significant advantage.