UCL Office of the Vice-Provost (Advancement)

London

Executive Assistant to the Executive Director of Development

Full Time

The appointment will be on UCL Grade 7.

The salary range will be £35,965 - £43,470  per annum, inclusive of London Allowance.

UCL is London’s Global University. We do things differently here and we take the long view. We are not afraid to take risks. We remain focused on making a major contribution to the long term benefit of humanity. In September 2016 UCL launched ‘It’s All Academic’, our bold new global Philanthropy and Engagement Campaign to raise £600m to support students, research and the transformation of our campus. It will enable us to achieve more than ever before to secure our position as one of the world’s top higher education institutions.

From fighting dementia to ensuring generations of students reach their full potential: It's All Academic. UCL’s ideas and discoveries are shaping the future, improving lives and having a massive impact on London and the wider world. There has never been a more exciting time to join our Advancement office. We are a team of exceptionally ambitious, creative and passionate individuals who work together to achieve remarkable things with a global impact, and we would love for you to be part of this exciting journey and our success.

This is your chance to play a pivotal role in delivering our Campaign. As Executive Assistant to the Executive Director of Development you will provide senior executive level secretarial support, including; drafting and proof-reading correspondence, managing inbox and diary arrangements, and deputising for the Executive Director at occasional high level external meetings.

You will be a highly organised and proactive individual, with meticulous attention to detail and a flexible approach to your work. With experience of working in an executive assistant role for a senior leader, you will have excellent interpersonal and communication skills, with a highly developed sense of tact and discretion. You will play a central role in this fast-paced office and will need to often need to work under your own initiative.

We know that our people are our greatest asset and in return we provide an empowering, values-based environment where personal and professional growth is invested in. We offer agile working and flexibility around working hours. We also value mutual respect and collaboration, and have a strong customer-service ethic.  Expectations are high and we work hard, but the rewards are huge.

UCL is an outstanding place to work. We welcome people from all backgrounds and strive to create an environment where everyone can give of their best. Working with some of the greatest intellects in the world, you will also be entitled to a generous pension scheme and holiday allowance.

To find out more about the role, please contact Cathy Brown, Director of Strategy & Operations. For any queries about the application process, please contact Rachael Idowu, People Coordinator. Both can be reached by phone: +44 (0)20 3108 3804.

UCL vacancy reference:  1824319

Applicants should apply online. To access further details about the position and how to apply please click on the ‘Apply’ button above.

The UCL Ways of Working for professional services supports colleagues to be successful and happy at UCL through sharing expectations around how we work.

Closing Date: 1st October 2019

Latest time for the submission of applications: 23:59.

Interview Date: TBC

We particularly welcome applications from black and minority ethnic candidates as they are under-represented within UCL at this level. 

We have a fantastic opportunity to join us at an exciting, busy time for the charity.  We are looking for a highly motivated, confident, proactive, friendly and organised candidate who is passionate about our work.  

You will have exceptional attention to detail, able to provide high level administration to our CEO, CFOO, leadership team and our board of Trustees.  You'll be a confident communicator, able to engage internal and external stakeholders.  You'll provide proactive, day to day executive assistant support to the CEO, working closely together on a range of activities as well as independently producing documents and briefing papers, collating board papers, putting together presentations for meetings and be able to take concise minutes.  The successful candidate will have essential knowledge and understanding of charity governance processes, regulations and best practice and be able to coordinate the governance function.

Working with a dedicated, skilled, hard-working leadership team, this is a brilliant role for anyone wanting to further develop their career in an established, growing charity.

Please apply with a CV and covering letter via our website detailing how you meet the criteria for the role.  The closing date for applications is Monday 7th October, and interviews will be held on Wednesday 16th October. 

A basic DBS check will be required for the successful applicant.

We value diversity, promote equality and challenge discrimination. We encourage and welcome applications from people of all backgrounds.

Women for Women International helps women survivors of war rebuild their lives. We have over 20 years of on-the-ground experience working with women in countries affected by conflict. The UK office was set up in 2006 and has since grown into a vibrant and fast-growing organisation, raising over £6 million for women in countries affected by conflict. Our team is always extremely busy, maximizing opportunities across our supporter base and generating new business. We are seeking a new Executive Assistant to work closely with the Managing Director and play a pivotal role in the team.

We are therefore looking for someone who loves new challenges, and who is eager to learn and adapt to change. You will be highly organised, able to juggle multiple projects, and have meticulous attention to detail. You will need to excel under pressure whilst remaining calm, friendly, supportive and highly professional. You will need to be confident and comfortable working with a range of individuals from staff members to celebrities. You will need to be self-motivating and show initiative.

In addition, you will support the effective governance of the organisation by performing the duties of administrator to the Board of Trustees and several Committees to the Board.

Women for Women International are an equal opportunities employer and we positively welcome applications from all suitably qualified persons regardless of their religious beliefs or political opinions, sex, marital or family statuses, races, sexual orientations, ages or whether they are disabled. All candidates must have the right to work in the UK.

The Executive Assistant to the Managing Director would be expected to work within the framework of Women for Women International’s core values. Please refer to the Core Values and ways of working document, which can be seen here.

Women for Women International UK is a registered charity (charity number: 1115109) and a company limited by guarantee (company no: 05650155), registered in England and Wales.

Our registered office is at 49-51 East Road, London, N1 6AH. 

Reports to: Managing Director

Proposed start date: ASAP

Deadline: 9th October 2019 11.59pm, applications will be reviewed on a rolling basis.

Location: 49-51 East Road, London, N1 6AH

Working Pattern: Full time

Salary: Dependent on experience  

Executive Support to the Managing Director

COMMUNICATION

• Manage the inbox of the Director, draft responses to all external communications, ensure that they are objective driven and support the business plan. Ensure that we respond in a timely manner to all internal communications especially to senior, Global Leadership Team and overseas colleagues to ensure we are operating a timely and efficient ‘office’.
• Prepare drafts, research, meeting briefs, letters and other documents for the Director, including confidential and sensitive information as required.
• Prepare presentations for multiple audiences including trustees, senior stakeholders, global and UK board meetings and board committees.

RELATIONSHIP MANAGEMENT

• In conjunction with the staff team, proactively prompt and coordinate the cultivation of the Managing Director’s relationships with donors, supporters and stakeholders, including proactive management of the portfolio.
• Ensure that new contacts and relationships are added to the Director’s portfolio and database in a timely way and a cultivation strategy developed to meet the business plan objectives and in line with the ‘best-fit’ team member according to the potential of the contact.
• Update members of the UK team and wider to ensure that the Director’s meetings and relationships are being properly followed up by the right member of the team and in line with donor cultivation and stewardship plans.

CO-ORDINATION and PLANNING

• Manage the diary of the Director, ensure the right people are met in the right order at the right time with the right ask – in line with the business plan objectives and in conjunction with the needs of the team and enabling them to meet targets.
• Support the Managing Director in managing and prioritising their tasks.
• Work across the team to ensure that the Director is available and involved appropriately to ensure the team can move forward, get feedback, decisions and support in the delivery of their objectives and plans.
• Provide cover for members of the Executive Office when on leave or absent.
• Manage the travel arrangements of the Managing Director.
• Proactively improve existing systems and processes if necessary to assist in creating an efficient and effective working environment and team.

SUPPORT THE EFFECTIVE GOVERNANCE OF THE ORGANISATION

• Support the company secretary to the Board of Trustees, including minuting meetings, and provide support to Trustees, Emeritus Trustees and Special Advisors as and when required.
• Liaise with the Executive Team and Chair of Trustees to arrange governance meetings and support the staff in the preparation of relevant papers to strict deadlines.
• Prepare and circulate relevant papers, both in hard copy (to UK based Trustees) and electronic to all Trustees, at least 1 week in advance of the meetings, including managing the document sign-off process with the Chair of Trustees.
• Perform the duties of administrator to Committees of the Board of Trustees, including arranging meetings, preparing papers and taking minutes.
• Provide support to the Executive Team through preparing agendas for weekly meetings, minuting them and monitoring action points and ensure effective communications about decision-making to the wider staff team.
• Take minutes in the weekly staff meetings and circulate them in a timely manner.

To apply, please send your CV, together with a letter no longer than two pages in length outlining your interest in the role, qualifications and suitability for the post. Due to the high volume of applications received, we regret that we can only respond to those most qualified for the position. Applications are reviewed on a rolling basis, so early application is encouraged.

Solace Women’s Aid is an innovative, exciting, grassroots charity working across London. We work primarily with women and children survivors of domestic and sexual violence, as well as working to prevent Violence against Women and Girls. Our work is holistic and empowering, working alongside survivors to achieve independent lives free from abuse.

You will be joining a team of committed and inspiring individuals whose dedication has saved the lives of thousands in the capital. We are looking for friendly, diligent applicants who share or values and help make a difference to thousands of women and children’s lives.

About the Role

We are recruiting an Executive Assistant to provide high level administrative support to the Chief Executive Officer and Board.  You will coordinate the governance function, efficiently supporting the Board of Trustees as well as taking responsibility for key areas of central organisation.

This is valuable opportunity to gain experience and work with a skilled and committed team.

About You

The ideal candidate will have:

• A commitment to the purpose and values of Solace Women’s Aid

• Experience of providing support for a Board of Trustees or governing committee, preferably within the charitable sector

• Essential knowledge and understanding of charity governance processes, regulations and best practice

• Excellent organisational, planning and administrative skills

• Proactive approach to work and the ability to work to tight deadlines and prioritise.

In return, we offer great employee benefits including three per cent employer pension contribution, generous holiday entitlement and a focus on learning and development.

Executive Assistant

Location: Based in either Oldham or Stockport. Occasional travel across locations with within Greater Manchester will be required

The Citizens Advice services across Stockport, Oldham, Rochdale and Trafford are leading providers of advice and information, supporting tens of thousands of people every year. We are now looking to recruit an experienced Executive Assistant to support the Executive Leadership Team (ELT) and Board of Trustees.  The ELT consists of the CEO and deputy CEO of Citizens Advice Pennine West (Oldham, Rochdale and Trafford) and the CEO of Citizens Advice Stockport. This role will require occasional evening work (approximately every 3 months) and travel across Greater Manchester.

Your new role

You’ll be responsible for a range of administrative duties including:

• day to day communication, administration, email management, time management and prioritisation
• scheduling diaries, organising meetings and events, minuting and storing important/confidential documents and files
• ensuring compliance with corporate governance standards and deadlines in line with the charity’s governing documents.

A typical day might be spent co-ordinating the ELT’s calendars, organising meetings and appointments and ensuring the ELT have all relevant information in preparation. You’ll need to plan ahead to identify activities that will require attention and produce documents, briefing papers and presentations ahead of meetings.

What you’ll need to succeed

You must have proven previous experience in a senior executive support position, with strong organisational, administrative and time management skills.

You’ll be proactive and self-motivated, friendly and professional, and will have a strong ability to build relationships and work effectively with a wide range of professionals, both internally and externally.

What you'll get in return

In return you will receive a competitive salary, flexible working hours, access to an employee assistance and discount scheme and generous holidays, whilst working in a supportive, friendly environment.

What you need to do now

A job application pack with more information can be found on our website. Please click on the Apply button to be redirected.

We value diversity, promote equality and challenge discrimination. We encourage and welcome applications from people of all backgrounds, and we particularly welcome applications from people with disabilities and people from Black, Asian and Minority Ethnic groups, as they are currently under-represented in our workforce.

Closing date: 23rd September, 9am

Interview date: 26th September (Oldham)
 

I am currently looking for a Division Administrator to support the South West Division Training Section of an outstanding Royal College. This exciting role will see you provide administrative support to the Divisional Manager, Officers of the Division, Regional Advisors, Regional Specialty Representatives and Deputies.

Main duties:
Set up and administer training courses, including liaising with course organisers and tutors, obtaining agenda approval from the Regional Approvals Panel for each course, booking rooms, and ordering catering for courses, photocopying course materials, processing expenses forms and fees, maintaining course finances, etc.
Organise travel and accommodation where necessary.
Organise three divisional Regional Advisors' meetings, prepare agendas and take minutes, circulation of minutes, agendas and papers.
Assist with organising conferences, workshops and courses for the Division, including processing registrations, liaising with delegates, speakers and exhibitors.
To attend conferences, workshops and courses if necessary, which may occasionally involve an overnight stay.
General office duties such as ordering stationery and equipment, photocopying, franking post and arranging divisional mailings.
Track progress of job descriptions with the College and prepare monthly progress reports
Maintain all archive records and filing, both electronic and manual.
There will be occasions when working outside of core hours, and overnight stays are necessary.

If you have the above skills and experience and are immediately available, please apply online or contact Sekai today!

East Anglia’s Children’s Hospices (EACH) supports families and cares for children and young people with life threatening conditions across Cambridgeshire, Essex, Norfolk and Suffolk. 

Executive Assistant (Location base flexible)
Permanent, Full-Time (37.5 hours per week)
Circa £25k per annum

This is an excellent opportunity to join a forward-thinking, highly motivated department in a varied and proactive role. As Executive Assistant you’ll work closely alongside the Director of Income Generation ensuring they and their teams have the administrative and information support they require.

The Income Generation Directorate is responsible for delivering income from fundraising and retail to fund the charity’s strategic plan and aspiration to meet the increasing demand for our services. You'll be joining a diverse team that is fun and hardworking. We all have the ambition and drive to make a difference to the lives of life-threatened children and their families, and so will you.

We are looking for a proactive, highly organised, enthusiastic candidate who will excel in supporting and liaising with people, juggling a wide range of tasks and helping keep us on track.  You will be able to unpick complex tasks quickly, be flexible and quick to adapt when plans change.  We’ll need you to be exceptionally discrete with information and people at times and at the same time support the senior/executive team with effective, free-flowing communication. 

The location base is flexible and the successful candidate may be based at any of our offices in Ipswich, Norwich, Milton or Thetford, with a willingness to travel across sites occasionally.

You'll be led by an incredibly supportive manager, with an active interest in your personal and professional development.

EACH – Supporting life-threatened children and their families each step of the way.

Closing date: Thursday 3rd October
Interviews: Monday16th / Tuesday 17th October

To Apply and for More Information:

If you would like to apply and find out more about this position, please click the apply button to be directed to our website. 

No agencies please.

Recruiting Personal Support Assistants to join our Mental Health services accross North London!

GBP GBP 10.55 per hour plus Pension scheme

This role is a 0 hour contract.

To provide a range of personal services to meet the needs of our customers in Look Ahead services and/or in customers' homes across London and the South East. Services may include Assistant/Support Worker duties (no support planning) and non-specialised Individual Budget work. In all activities PSAs are required to encourage customers to contribute to these to activities and help them to develop their own skills and confidence. While carrying out activities, PSAs should deal with all customers, visitors and staff in a professional and appropriate manner and report to Look Ahead staff and management any observations relating to customers' welfare.
PSAs may be working with customers from all of Look Ahead Client Groups including Mental Health, Learning Disabilities, Homelessness and Young People. Where appropriate PSAs may be required to complete regulated activity which includes personal care and medication when working in CQC registered services.

Key Responsibilities:

PSAs providing Assistant/Support worker services will:
-Support customers to undertake tasks wherever possible, including practical assistance where they have not yet developed the skills, to ensure customers enjoy a high quality of accommodation.
- Enable customers to make full use of community facilities by providing support as directed.
- Support customers to attend GP and health appointments and religious services as directed.
- Support customers to integrate into the community, for example accompanying the customer to enquire at colleges about possible courses, to visit various public amenities etc.
- Support customers to go shopping for food, clothes etc.
- Maintain records as required under the direction of Look Ahead staff and management.

PSAs providing domiciliary & personal care will:
- Deliver all aspects of personal and physical care as appropriate to the individual needs of the customer. E.g. help with dressing, grooming & make-up, bathing, support going to the toilet etc.
- Support customers to undertake domestic tasks in the home wherever possible, including practical assistance in developing skills to ensure customers enjoy a high quality of accommodation. E.g. cleaning, vacuuming, washing, ironing, simple home decorating, sewing, light gardening
- Report any observations to Look Ahead staff and management relating to customers' welfare.

Additional non-specialised Individual Budget can include:
- Providing customers with companionship. E.g. accompanying customers to visit relatives, attend special interest clubs, go out walking, to the park, dinner or the pub, play board games and cards.
- Planning day trips and outings e.g. to the seaside, art galleries/museums, and encourage more independent living.
- Assist customers in budgeting and money management, paying bills etc.
- Encourage customers to take interest in and undertake basic sports, creative and arts activities in or outside the home. E.g swimming, jogging, attend gym, health clubs, go dancing, play music, make (draw/paint) pictures, take simple photographs, attend theatre/amateur dramatics etc.

The above sets out the key responsibilities and typical tasks. You may be required to undertake various other tasks and duties to ensure that our customers' needs are fully and effectively met. The list is not exhaustive.

Person Specification:

- Approachable and open behaviour
- Is fundamentally calm and resilient, does not let emotion adversely affect them or obscure their judgement
- Has a practical and logical mind and is naturally well organised
- Is confident with high levels of self-esteem
- Is respectful, articulate and sensitive in style of communication
- Is customer-focused

Skills, Knowledge and Experience:

Essential:

Applicants may have some previous relevant work experience. This may be experience gained from care of a vulnerable person or work in similar organisations. Prior experience is not a pre-requisite for the role as key behaviours and core competencies will also be taken into account.

Please note that we have the right to close any vacancy before the advertised closing date if we have received a high number of applications.

If your application for this role is unsuccessful, but we feel that you would be suitable for another role, we may contact you to discuss alternative opportunities. If this occurs you would not need to submit another application for the alternative role.

This is an exciting opportunity for a highly organised individual with a talent for building strong working relationships to play a key role providing comprehensive support to the Chief Executive Officer and the Board. They will also support the Chief Operating Officer with a range of organisational tasks and projects.

You will need to be an excellent communicator (both verbally and in writing), computer literate, enthusiastic about Alert’s mission, comfortable with big challenging tasks and small, mundane ones, and able to calmly handle multiple tasks and projects at once. Experience working in an international organisation, and proficiency in languages would be a distinct advantage.

As it is unlikely that we will be able to obtain a Work Permit for this role, all job applicants must already have the right to work in the UK.

The above description includes some of the requirements for the job. For full job requirements and to apply, please click the ‘Apply’ button to be taken to our website.

Closing date: 23.45 on 24 September 2019.

We reserve the right to close applications early as they will be reviewed on a rolling basis. Early applications are encouraged.

International Alert is an equal opportunities employer. All applicants will be considered for employment without attention to race, colour, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

While International Alert will endeavour to contact all candidates within a reasonable time, this may not always be possible due to limited resources. Therefore, if you have not heard from us within two weeks of the closing date, you can assume your application has, on this occasion, been unsuccessful.

Reports to: CEO / Director of Operations and Finance

Responsible for: n/a

Start date: ASAP

Term: Full time, permanent

Based in: London (N1)

Salary: £28,000 per annum plus 5% pension contribution

Application deadline: Sunday 13th October

About DMI

Development Media International (DMI) delivers media campaigns aimed at changing behaviours, promoting health and saving lives in developing countries. We are the first organisation to scientifically demonstrate that mass media can increase life-saving behaviours. DMI recently published the results of its 5-year, £7m randomised controlled trial in West Africa which showed that 56% more children were taken for treatment for malaria, 73% more for diarrhoea and 39% more for pneumonia following exposure to our campaign. Modelling indicates that over 3000 lives were saved during the campaign and that our approach is one of the most cost-effective ways of saving children’s lives.

DMI has two priorities: first, to continue to generate ground-breaking research (we have just completed a second successful randomised control trial measuring our impact on contraceptive uptake), second, to take our proven strategies to scale, saving as many lives as possible. We work across a range of health issues, including child survival, reproductive health, nutrition, hygiene, and early childhood development. DMI works in close partnership with leading experts in health, including WHO, UNICEF and LSHTM and has been funded by some of the world’s most prestigious organisations including the Wellcome Trust, DFID, Comic Relief, the Global Innovation Fund, Unorthodox Philanthropy and the Mulago Foundation.

We are an innovative and rapidly growing organisation, working at the nexus between science and creativity. DMI has demonstrated that knowledge is not only a human right, but is also the key to saving lives in a cost-effective way. Our intellectual rigour, enthusiasm and willingness to learn from both our successes and mistakes, makes us distinct. Our ethos is non-hierarchical: all our staff are intellectually high-powered and we have a “best idea wins” culture. By working at DMI you will have a genuine, measurable impact on improving lives in low-income countries.

DMI has a permanent presence in Burkina Faso, Mozambique and Tanzania and has recently expanded to Cote d’Ivoire, Ethiopia, Madagascar, Malawi, Uganda and Zambia. Its regional operations include five more countries in West Africa as well as Burundi. DMI’s headquarters overlooks the Regents Canal in Hoxton, London and provides the strategic direction for the whole organisation.

DMI is ranked as one of the most cost-effective non-profit organisations in the world by GiveWell and was the first organisation to receive the maximum rating from Impact Matters. It is also endorsed by the Centre for Effective Altruism, Giving What We Can and The Life You Can Save.

Find out more on our website.

Job description

DMI is looking for an Executive Assistant and Office Manager to join our friendly and dynamic UK team. Working closely with the CEO, Director of Operations and Finance and other staff, s/he will provide support to the CEO and the Directors of each department. S/he will be responsible for managing the UK office and providing administrative support to the wider team.

The Executive Assistant and Office Manager would be ideally suited to someone who has a strong academic background, experience of administrative work, excellent organisational skills, and an interest in international development. You will be working for a highly regarded international NGO and will gain broad exposure to a range of activities. The role offers excellent personal development opportunities, a competitive salary and a range of responsibilities for the right candidate.

This is a new role at DMI and the full range of tasks and responsibilities will develop with time, but we anticipate that the initial responsibilities of the role will include:

1. Executive support to the CEO, including managing and prioritising emails and diary, preparing presentations, arranging meetings and other ad hoc tasks as required (40%)
2. Managing DMI’s UK office, which will include maintaining office supplies, supporting effective facility management / maintenance and ensuring compliance with health and safety requirements (10%)
3. Providing general administrative and clerical support to the DMI UK team, including creating and maintaining spreadsheets, letters and other documents for internal and external use (5%)
4. Providing administrative support to the Director of Operations and Finance in particular, and other Directors as required (DMI has four Directors in total).  This will include arranging meetings, managing diary conflicts, coordinating travel arrangements, liaising with staff across DMI to assist with prioritisation of tasks and other ad hoc tasks (20%)
5. Arranging, coordinating and preparing documents for Board Meetings, and other high-level internal meetings, including attending and taking/distributing minutes (5%)
6. Acting as the first contact point (in person and by phone / email) for suppliers, external stakeholders and others contacting DMI’s UK office (10%)
7. Other tasks as required (10%)

Person specification

Required knowledge, skills and experience

1. Exceptional organisational skills, such that you are able to approach a complex, changing and unpredictable workload with confidence and good humour.
2. Strong intellectual ability: able to understand complex discussions and documents – DMI’s work includes complex scientific, political and logistical considerations and everyone in the organisation needs to be numerate and confident with intellectual concepts. Only the brightest should apply!
3. Excellent communication skills, particularly the ability to write (in English) in an engaging, accurate and concise way, at a level suitable for communicating with high-calibre individuals (including high net worth individuals, donors, government departments and others) outside of DMI
4. The ability to effectively prioritise between multiple competing workstreams, both for yourself and on behalf of others
5. A keen eye for detail but with the ability not to lose sight of the bigger picture
6. A professional demeanour and personal manner that allows you to work effectively with people inside and outside of DMI at all levels of seniority
7. A keen interest in the work that DMI does, and the ability to develop a thorough understanding of a complex and fast-growing organisation that works internationally

Desirable knowledge, skills and experience

1. Previous experience as a PA / EA
2. Previous experience in a sector or organisation relevant to DMI’s work
3. A degree or equivalent in a relevant field
4. Language ability (written and/or spoken) in French, Portuguese or another major global language

As we are currently recruiting for several new roles, we will be holding an open evening at our headquarters on Tuesday 1st October. If you are interested in attending, please contact us via our website.

akt are the national LGBTQ+ youth homelessness charity; focused on prevention and early action we provide: safe homes, mentoring, training, advocacy and support to young people who are homeless or living in a hostile environment after coming out to their parents, care givers and peers. 

The Executive Assistant is a critical role within the organisation. The role will :

• provide administrative and diary support to the Chief Executive
• be the administration lead for our HR function, providing a resource to our management team
• provide administrative / diary support to the executive and non-executive team
• act as office manager of our London centre ensuring the building is fit for purpose and fully operational for staff, volunteers and young people

KEY TASKS:

• Manage CEO’s diary, travel and accommodation needs
• Oversee phone contact to the CEO at the London office
• Complete administrative tasks for the CEO, which will require a good knowledge of Mac and Microsoft Office based packages
• Ensure the upkeep of all HR administration, including: personnel files, recruitment and induction process, servicing interview panels, identifying reports / training / news to help the executive team keep up to date with HR policy
• Provide administrative support to Directors and Board of Trustees, as agreed with the CEO
• Manage the London Service Centre to ensure its smooth running; including the upkeep, safety and general running of the building
• Undertake administrative IT related project work, to include database and systems issues
• Act as the lead health and safety officer for our London Service centre
• Take on other additional projects, as directed by the CEO

PERSON SPECIFICATION

ESSENTIAL:

• Demonstrable experience of administration work and supporting senior staff
• Excellent information technology skills, including good working knowledge of Microsoft office and Apple products
• Experience interfacing with the public by phone / person in an office environment
• Strong organisational skills
• Demonstrable experience handling highly confidential information
• Understanding and appreciation of promoting and championing diversity
• Experience of managing an office or centre

Desirable:

• Experience of undertaking HR related administration tasks to support the Executive team
• Experience of working within the voluntary sector

Exciting new role for a skilled Senior Executive Assistant to join this fantastic charity supporting the CEO in their London office.

Client Details

Our client is a large children's charity.

Description

The successful Senior Executive Assistant will have to

• Manage all aspects of the CEO's office.
• Draft and coordinate all briefings for the CEO.
• Provide high quality support for all meetings.
• Manage the CEO admin team.

Profile

The successful Senior Executive Assistant will have:

• Experience of working at a Senior EA level in a large, complex environment - supporting a CEO.
• Excellent communication skills.
• Experience of stakeholder management.

Job Offer

On offer for the candidate is a salary of up to £33,000 depending on experience, and a range of bonuses.

Senior Executive Assistant
London, EC2
£28,130 - £32,865

Are you a professional, experienced and skilled Executive Assistant with the ability to work at CEO level? Do you have experience of leading a team of PAs to provide excellent administrative support to Directors? Are you organised, flexible, motivated with meticulous attention to detail? Do you have excellent communication and relationship building skills with stakeholders at all levels and can you maintain discretion at all times?

If you have answered yes to all these questions, then this role presents an excellent opportunity for you to establish yourself as our Senior Executive Assistant reporting to the CEO. You will have outstanding organisational skills and the ability to remain positive and flexible at all times. You will provide a broad high-level administrative function including diary management, minute taking, managing confidential correspondence and information, as well as working with Trustees. You will organise meetings as well as occasional functions and travel itineraries. You will be able to support and complement the CEO’s style and add value to the CEO and governance team, and the wider organisation.

You will provide leadership to and management of the PA group to ensure consistency and continuous improvement throughout the senior management team.

The successful candidate will be proficient in using all Microsoft Office packages and with the ability to efficiently produce and present written information to a consistently high standard. You will have the confidence to deal with issues in the CEO’s absence and communicate tasks effectively.

To apply for this role you will need to select the apply button shown, complete an online application and specify how you meet the person specification criteria, as outlined in the job description. To do this, we suggest that you download the job description from our website prior to starting your application.

Currently, the application process works best on desktop / laptop devices.

The closing date for applications is on Sunday 29th September 2019 at 23.59.

We expect interviews to be held in London on Tuesday 8th October 2019. Second round interviews will take place on Thursday 10th October 2019.

A disclosure check will be sought in relation to the successful applicant for this post. This will be shared with Human Resources and may also be shared with the Safeguarding Manager and the relevant management team. All applicants must also complete a self-disclosure form.

We strive to provide an accessible recruitment process. If a disability or long term condition makes it difficult for you to complete our application form, please contact us to discuss alternative formats. If you require reasonable adjustments for taking part in the interview, please indicate this in response to the corresponding question in the application form.

Additional information about the support we offer is on our jobs page.

We are a Disability Confident Employer and committed to offering interviews to candidates who request to be considered under the disability confident scheme and meet the minimum requirements of the person specification.

The National Deaf Children’s Society is committed to safeguarding the welfare of children and young adults and expects staff and volunteers to share that commitment.

We are also committed to promoting work-life balance amongst our staff.

This job is being posted by Webrecruit on behalf of National Deaf Children's Society. The services advertised by Webrecruit are those of an Employment Agency.

Additional Keywords: Senior Executive Assistant, EA, PA, Personal Assistant, Secretary, Private Secretary, Administrator, Senior Administrator, Senior PA, Senior EA.

This is a newly created role. It’s for someone with a sunny personality who is passionate about supporting young people and who wants to work for a positive and uplifting group of hardworking managers leading an ambitious, committed team.  It would suit an individual who wants to apply their considerable skills in a context where they can make a real difference. It provides an excellent opportunity for an energetic, ambitious and flexible individual possibly seeking to develop their skills in a new sector and enthusiastic about the chance to make a new role their own. Alongside your impeccable professional skills, you will need to demonstrate empathy with the work of the charity and a commitment to its purpose and values.

At British Exploring Society we travel economy and stay in hostels – but we work with a wide range of stakeholders who merit the same levels of polish, care and discretion you would expect in a high performing corporate environment.  
You will already have a strong track record of supporting a leadership team with day to day administration and logistics.  You will be determined, driven, pragmatic and reliable. You will be tactful, eloquent and able to confidently handle information of a sensitive nature. You will be able to quickly develop a good understanding of different stakeholders’ needs and liaise with them in a professional manner.

We would consider a candidate working for four or five days a week. 

Job Description and key tasks: 
•  Providing targeted EA support to the CEO and Head of Expeditions, including some diary management; 
•  Acting as the main point of contact for the smooth and efficient running of the London office;
•  Dealing with incoming emails if required to ensure that tasks can be prioritised and dealt with in a timely manner.  Where appropriate, preparing responses or taking forward actions from emails on behalf of the CEO and Head of Expeditions;
•  Arranging travel and accommodation, for example ensuring that senior team members or trustees have all the necessary details for travel;
•  Organising and attending meetings – including trustee meetings - ensuring attendees have all the necessary papers for their meeting;
•  Taking minutes and ensuring accurate digital records of meetings where necessary; 
•  Accessing, processing and inputting confidential data and other highly confidential information as required;
•  Producing documents (including board papers), briefing materials, reports and presentations as necessary;
•  Gathering information, analysing and assimilating in order to produce reports, presentations and management information returns for the CEO and the Senior Management Team; 
•  Maintaining spreadsheets and databases as appropriate relating to the running of the office;
•  Undertaking project work and supporting the CEO and Head of Expeditions with ad-hoc duties where required;
•  Operating flexibly to assist colleagues and Senior Managers as and when required.
•  Arranging the induction of new staff;
•  Other duties as required. 

Skills/Experience:
Essential 
•  A high level of oral and written communication and numeracy – with English and maths to at least GCSE or equivalent level
•  Experience of providing Executive Assistant support to senior management
•  Solid diary management experience - confident in the use of MS Outlook including working with calendars and arranging meetings/appointments
•  Proficiency in all Microsoft office applications including Excel, Power point, Outlook, Word
•  Familiarity with working with trustees and the production of papers and agendas for board meetings

Desirable
•  An understanding of youth development work and the challenges young people face;
•  An interest in outdoor learning/adventurous education;
•  An awareness of charitable good practice/legislation;
•  An awareness of Safeguarding legislation/good practice;
•  An awareness of GDPR/data protection legislation/good practice.

Person specification; 
•  Ability to interact with internal and external partners;
•  Ability to work autonomously, ability to anticipate needs and problem solve;
•  High level of professional maturity and strong diplomatic skills, with the ability to exercise discretion when dealing with confidential matters and an awareness of security/safeguarding issues;
•  Proactive with an ability to work on own initiative, with minimal supervision and able to prioritise own workload and manage a variety of tasks in a timely manner.
This role is dependent on satisfactory receipt of an enhanced DBS check. 

Please apply online including a letter of no more than 2 sides of A4 explaining why you are the perfect candidate for the role. We regret that we are only able to respond to candidates who are shortlisted for interview.

Interviews will take place at the end of September at our offices in West London.  In your application, please let us know if you have any accessibility requirements, or if you need us to make any adjustments to the interview process.  

Thank you.