Personal Assistant to Executive Director

Role Overview
We are seeking a dynamic, organised, and energised individual to join our team as the Executive Assistant to the Executive Director. This role will involve providing comprehensive support to the Executive Director. The successful candidate will play a crucial role in ensuring efficient management of time, priorities, correspondence, meetings, and communications.

About You
The ideal candidate will have:

·      Previous experience in a similar role, ideally within the charity sector.

·      High-level administrative, executive, organisational, and project management experience.

·      Ability to operate independently in a fast-paced and complex environment

·      Excellent interpersonal, written, and verbal communication skills.

·      Reliability and excellent organisational abilities.

·      Flexibility with a practical "can-do" attitude.

Key Responsibilities

·     Manage the  Executive Director’s diary, including scheduling meetings, coordinating with
colleagues to align diaries, and prioritising tasks in line with strategic priorities.

·     Represent the Executive  Director and OIN by greeting visitors, handling phone calls, and
managing communications with internal and external stakeholders.

·     Manage key reporting processes, including receiving, approving, distributing reports, and
filing them accurately.

·     Attend and minute meetings, both internal and external.

·     Support the Executive  Director in producing high-quality materials such as presentations,
 documents, and reports, liaising with external agencies when necessary.

·     Coordinate travel arrangements and accommodations for the Executive Director.

·     Manage expenses and financial records for the Executive Director.

·     Assist in the preparation of proposals, applications, and reports, providing administrative
support as needed.

·     Support the Executive Director in maintaining relationships with donors, partners, and
stakeholders..

·     Conduct research and gather information on relevant topics as requested.

·     Facilitate internal communications within the organisation, including disseminating
information, coordinating team meetings, and maintaining communication channels.

·     Handle sensitive and confidential information with discretion and professionalism,
maintaining confidentiality at all times.

·     Undertake any other duties as assigned by the Executive Director or senior management
team.