Vacancy: Mayor’s Fund for London
Executive PA
The Mayor’s Fund for London – Unlocking a wealth of opportunities for young Londoners.
The Mayor’s Fund for London
The Mayor’s Fund for London’s mission is to give young Londoners the skills and opportunities to get a decent job, escape the threat of poverty and play a full part in London’s future as the greatest city on earth.
Our Patron is the Mayor of London and our team is based in City Hall.
Our work focuses on three priorities:
- Health Safety and Wellbeing - Helping young Londoners to be engaged, healthy and motivated to learn
- Skills - Providing extra support for core skills which employers say are absolutely essential, particularly numeracy and literacy
- Employment and Enterprise - Supporting employers to create decent and sustainable career prospects for young Londoners
We work with high quality delivery partners to put together partnership projects which provide evidence based interventions supporting and improving a young person’s journey to adulthood.
Executive Assistant 30 hrs per week £30k per annum pro rata
The Executive Assistant reports to the CEO, and is responsible for;
· Supporting the Chief Executive with diary management, document preparation and relationship management
· Providing admin and secretariat support for the Board of Trustees and all sub-committees
· Managing the office environment and providing basic office management services to the whole team
Support for Chief Executive
· Provide PA support to the Chief Executive including:
o diary management
o meeting support including room bookings and catering
o document preparation
o information support
· Act as the first point of contact for the Chief Executive and the organisation
· Prepare meeting briefs and papers
· Relationship management, both within City Hall and external stakeholders
· Liaison with the Mayor of London’s office
Support for Trustees and sub-committees
· Manage all meeting logistics for Trustee meetings including:
o venue booking
o preparing and distributing board papers
o taking minutes
· Prepare and communicate the annual calendar for Trustee meetings and sub-committee meetings
· Manage general communications with Trustees
· Manage all sub-committee meeting logistics, attend and produce minutes
Office and general team
· Develop and maintain office administrative systems
· Manage office layout, storage and maintain supplies of equipment and stationery
· Oversee staff hotdesk rota and telephone directory
· Bring new starters on board including:
§ liaison with IT and security
§ Guidance through office systems such as IT, phones and City Hall in general
§ Identification and allocation of pedestal
§ Schedule induction meetings, working with line manager
o Prepare and communicate annual meeting calendar for team meetings and book rooms
o Support the logistics of team meetings where required
o Convene and chair weekly priority catch up meeting
o Manage the telephone conference calling facility, Addison Lee and courier accounts
· Provide secretarial support for the Kitchen Social Advisory Group, working with the Director of Charitable Portfolio, including:
o Managing membership
o Communicating schedule of meetings
o Booking rooms and catering
o Issuing papers
o Minute taking and follow up
Other Admin support
Support the Fundraising and Communications team with general administration including:
· Events admin
o Production of marketing materials
o Working events
o Project managing smaller events
o Badge production
· Fundraising
o Supply secretarial support to the Media and Marketing Advisory Group including meeting logistics, preparation and distribution of papers and minute taking
o Support with the production of presentations and pitches
o Anything else?
· Communications
o Website support including general maintenance and updates
o Maintain social media channels
o Anything else?
· Finance/Operations
o Admin around work mobile phones and asset management
o Support on governance issues
o HR support – managing the induction process for new staff
o Working with the Head Finance to administer cash receipts - coin counting and bagging
o Banking
We are looking for someone with previous experience of working within a small team, particularly somebody who has worked across a range of areas and is happy to span admin and management activity.
Experience of working in a support role for high profile person or organization would be an advantage.
We are a small and vibrant team, working on a broad and exciting agenda. The successful applicant will need to demonstrate a positive attitude to change and proven team working ability.
You have strong interpersonal skills to manage a diverse agenda and a flexible approach. The post is located in City Hall.
The post is offered at 30 hours per week on pro rata £30k per annum salary.
We offer flexible working patterns and a pension scheme