Executive, PA to CEO/Chairman

JOB STATEMENT

• To provide high level confidential support to the Chief Executive Officer/Chairman by providing a full secretarial and administrative service. Ensuring that effective planning and administrative systems are in place and maintained efficiently and effectively.

JOB SCOPE

• To act as a first point of contact dealing with correspondence and phone calls.
• To proactively manage and coordinate the diary of the Chief Executive Officer by prioritizing and arranging internal and external meetings, ensuring appropriate briefing papers are prepared and provided.
• Plan and organize travel and accommodation when required.
• Maintain effective filing and data storage including emails and retrieval systems ensuring the needs of the Chief Executive Officer are met.
• To provide full personal assistant support by dealing with all correspondence and calls, drafting routine letters to a high standard, minute meetings, taking messages and other administrative tasks as required to support the Chief Executive Officer.
• To provide support for Board of Trustees meetings by ensuring meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, and following up actions points.
• Supporting the Chief Executive Officer to keep the Board of Trustees informed about the work of the organization and their appropriate training and induction.
• To service meetings of the Senior Management Team by drafting and collating papers and reports, preparing manageable agendas, taking minutes and following up on actions points.
• To plan and manage key organizational events such as Staff briefings and others are required.
• Participate and contribute to organizational/teams meetings as required.
• Provide reports for Senior Management as required.
• Undertake any other appropriate duties as required to support the Chief Executive Officer to enable them to fulfill their role.
• Carry out all the duties with complete discretion and a high regard for confidentiality.
• Any other duties relevant to the needs of the organization and as directed. 

• REQUIREMENTS
• Bachelors Degree or equivalent experience or similar qualifications.
• Experience of providing support to a Board of Trustees or similar high-level committee.
• Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely.
• Good negotiation skills
• Excellent interpersonal and communications skills.
• Excellent time management skills with the ability to manage multiple priorities and deadlines.
• Strong organizational skills that reflect ability to perform and prioritize multiple task seamlessly with excellent attention to detail.