Executive Assistant (EA)

Job Title Executive Assistant (EA)
Hours Full-time
Location Denton, M34, Manchester, UK
Reports To Chief Executive Officer
Salary £18,000 to £20,000
Closing Date Tuesday, July 21, 2020

Overview of the role

The role of the EA is to support the Chief Executive Officer (CEO) by performing advanced level administration and support. The person is to be first and foremost organised as their fast-paced environment involves work that will require the person to have initiative and exercise independent judgment. 

Responsibilities will include secretarial services; diary management, typing, travel bookings etc. Reporting and handling matters on behalf of the CEO. Organise Board committee meetings, produce agendas for the Board of trustees and subsequent committees, ensuring compliance with statutory and regulatory standards.  Preparation of papers, taking minutes, recording of actions and briefing members. Establish, maintain and respect working relationships and communication networks associated with the post.

Main Responsibilities

  • -Support the CEO by performing high-level administration work of a complex nature, including planning, coordinating, organizing and producing work that requires a high level of discretion and confidentiality. 
  • -Engage with parties and associated contracts in a sensitive, complex and highly confidential nature. 
  • -Management of calendars including conflicts, priorities, recurring meeting rationalization and management of the daily and weekly schedules. 
  • -Organising meetings and appointments, often controlling access to the CEO
  • -Booking and arranging travel, transport and accommodation
  • -Organising events and conferences
  • -Reminding the CEO of important tasks and deadlines. 
  • -Typing, compiling and preparing reports, presentations, and correspondence. 
  • -Help to manage deadline signatures and maintain the CEO’s schedule. 
  • -Correspond and liaise as the first point of contact to the organization via telephone calls and emails. 
  • -Arrange any events and meetings for the CEO.
  • -Minute every meeting of the board and its committees as required, recording decisions and following up any subsequent actions
  • -Attending and minuting the quarterly board meetings, or when required, recording decisions and following up any subsequent actions
  • -Managing databases and filing systems
  • -Implementing and maintaining procedures/administrative systems
  • -Liaising with staff and other stakeholders collating and filing expenses
  • -Prepare meeting rooms 
  • -In order to be successful and meet both the CEO and organisations demands, the person will need to work independently and be a self-starter
  • -Conduct research on topics requested by the CEO with tight deadlines
  • -Communicating with lawyers, external stakeholders

Required attributes

  • -Discretion and trustworthiness: you will often be party of confidential information
  • -Flexibility and adaptability
  • -Good oral and written communication skills
  • -Organisational skills and the ability to multitask
  • -The ability to be proactive and take the initiative
  • -Tact and diplomacy
  • -A knowledge of standard software packages and the ability to learn company-specific software if required.
  • -Confident working with Microsoft Office (Word, Publisher, PowerPoint, Outlook and Excel) with robust keyboard skills
  • -Comfortable working with digital platforms 
  • -Keen to develop and enhance IT skills and knowledge
  • -Enthusiastic, self-motivated person with a professional can-do attitude
  • -Capable of managing own workload and can prioritise tasks as appropriate 
  • -Enjoys the challenge of providing an efficient diary management system
  • -Strong sense of ownership and responsibility
  • -Ability to work under pressure and to tight deadlines
  • -Ability to show initiative and not wait for instruction
  • -Able to adapt easily to changing conditions
  • -Positive and resilient in nature
  • -Participates in change/development of working practices that support service improvement
  • -Values and demonstrates healthy time management practices
  • -Excellent verbal and written communication skills
  • -Demonstrates diplomacy, confidentiality and discretion
  • -Work in a cooperative and considerate way so as to establish and maintain effective working relations

Other

  • -To promote Syria Relief’s vision and mission and to uphold the Charity’s values in all day-to-day activities and delivery of services. 
  • -To contribute to the Charity’s objectives, Risk Register and Assurance Framework.
  • -To ensure that Syria Relief develops a culture that promotes equality and diversity and that the service you provide meets the needs of all stakeholders. This may involve the development and monitoring of policies and procedures to ensure the services you provide are inclusive to all.
  • -To participate in Syria Relief related events as and when required.
  • -In accordance with the Health and Safety at Work Act (1974) and subsequent legislation, the post holder is required to undertake a proactive role in the management of risks in all their actions; this includes:-
  • -Undertaking risk assessments in line with the Syria Relief risk assessment process;
  • -Reporting all incidents, near-misses and hazards in line with the Syria Relief’s reporting arrangements and systems
  • -Undertaking a statutory duty of care for your own personal safety and that of others
  • -Attending all statutory and mandatory health and safety training, appropriate to the role.
Checklist
Person Specification Qualifications/Training Essential Desirable
Degree or equivalent experience in Business Administration X
GCSE English X
Experience Essential Desirable
Secretarial service; diary management, typing, travel bookings etc. X
Maintain and respect confidentiality of information regarding SR’s business in accordance with the, Data Protection Act and all other relevant legislation as appropriate. X
Managing a full and varied workload independently whilst working under pressure to meet deadlines X
Travel booking and insurance X
Knowledge and Skills Essential Desirable
Excellent spoken and written English. X
Good communication and interpersonal skills, inter-cultural sensitivity and confidence in dealing with a wide range of partners; X
Charity Commission and Fundraising Regulator, regulations X
Ensure that their Continuous Professional Development remains a priority. X
Good understanding of the Humanitarian crisis affecting Syria and the region. X
Compliance with all SR’s Policies, Procedures X
Co-operate with all policies and procedures designed to ensure equality of employment. X
To provide a professional, courteous service with a respectful manner at all times. X
Meticulous attention to detail X
Excellent IT skills including Microsoft Outlook, Excel and PowerPoint X
Willingness to perform other duties as required X
Alacrity to work occasional weekend/evening work and to travel nationally and internationally X

Application procedure

1 A covering letter briefly outlining how you meet the required qualities and skills and how you would manage the key duties and responsibilities and where appropriate, evidence (maximum 1,000 words).

2 Demonstrate you have full rights to work in the UK.

3 Please email above information to [email protected] with the Job Title in the subject line.

Applicants are encouraged to apply as soon as possible as applications will be reviewed on a rolling basis and position may be filled earlier if the right candidate is found. Furthermore, all applicants should have a right to work. Candidates will be contacted for interviews if shortlisted.