Personal Secretary For CEO

Job purpose

We are looking for a diligent individual who can support our CEO with daily management,

meeting preparation, relationship management, event attendance and travel administration

and ad-hoc research. In addition, the post holder will support the planning and organizing of

our presence at external events.

Job Purpose

To provide full executive support to the CEO in daily 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 CEOs 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 reprioritizing 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.