Executive Administrator

Job Description

The Executive Administrator will provide comprehensive administrative support to the Executive Director, Directors of Services, and the Board of Trustees. This is a full time position, however part-time hours (25hrs min) would be considered.

Duties & Responsibilities

• Point of Contact and Assistance:
  • Acting as the key point of contact & assistance for the Directors & their contacts, including the Board of Trustees
  • Being the primary contact for external enquiries via phone and email contact
  • Maintaining accurate filing systems, contact lists and other reference information
  • Ensuring that the Executive team is prepared in advance of meetings with the necessary documents and information
  • Providing project administrative support including research, data gathering, analysis and reporting on varied team projects
  • Creating senior management level reports and organisation overviews, templates for standard documents and other document production as necessary.
  • Daily triaging of emails for the Directors to organise email inbox and assist in task management for the week.

• Diary Management:
  • Delegating access to calendars to manage incoming meetings & handle meeting requests
  • Arranging meetings on behalf of the Directors
  • Daily checking and organising of diaries including colour coding
  • Weekly meetings to go over schedules and raise any challenges
  • Monthly audits to assess time management for each Director
  • Managing the Central Calendar for the Leadership Team – keeping schedules updated.

• Manage & Maintain Trustee SharePoint:
  • Ensuring that files are kept up to date & that calendars are syncing (Trustees Calendar on outlook)
  • Ongoing work to consider anything else Trustees may find useful on SharePoint.

• Coordinating Meetings (Board and Internal):
  • Scheduling meetings; arrange venues and catering; coordinate the agenda and papers and circulate to all attendees
  • Attending meetings and minute taking
  • Coordinating and formatting any presentations or meeting content as required
  • Filing all papers including those for sub-committee meetings (supplied by chair after meeting).

It is essential for candidates to have the following skills and experience:

• A minimum of 3 years office administration and PA experience at an executive level
• Project management experience including the ability to analyse information, produce reports and supporting documentation
• Previous experience of working in a confidential environment, with the ability to maintain confidentiality and the discreet handling of sensitive information
• Excellent standard of literacy and numeracy
• Excellent written and verbal communication skills
• Intermediate Microsoft Office skills including Excel and PowerPoint
• The ability to produce senior level documents such as reports and presentations
• Managing up: Pro-actively determine executive priorities, set realistic timescales and organise Director and Trustee time effectively.