Executive Assistant to the Chief Executive

Job Description

Type of position: Full time, 35 hours with flexible working
Salary:£25,000 plus pension contribution of 8% of salary

Main responsibilities

You will assist the Chief Executive in all areas of her responsibilities.

Main tasks

Around 25% of your time will be spent on matters relating to the board of ShareAction:

  • Taking minutes at trustee board meetings and at board sub-committee meetings.
  • Assisting with the preparation of papers for these meetings and circulating papers on a timely basis to the charity’s trustees.
  • Supporting the Chief Executive and other staff in completing any follow-up actions arising from board and board sub-committee meetings.
  • Providing new trustees with induction materials and ensuring induction pack materials are up-to-date
  • Providing trustees with a monthly list of ShareAction events/activities that may be of interest to them
  • Organising the annual strategy day for staff and trustees.
  • Providing the chair of the board with information when requested and pro-actively on issues of particular relevance to the chair.

Around 25% of your time will be spent on administrative support for the Chief Executive:

  • Monitoring the CEO’s emails, filtering out irrelevant material, redirecting where appropriate and identifying priority emails.
  • Scheduling and organising locations for CEO meetings, particularly internal meetings.
  • Taking notes and recording action points at the weekly Staff Team Meeting and bi-weekly Senior Team Meeting; chasing staff to complete their action points.
  • Keeping the CEO’s contacts up to date and well-organised in the database system.
  • Assisting the CEO with expense claims, travel bookings and assorted small tasks to make life go smoothly.

Around 25% of your time will be spent assisting the CEO in the area of fundraising

  • Liaison with individual donors and co-ordination of our donor care plan
  • Assisting with research for fundraising bids

Around 25% of your time will be spent on event planning and logistics, including:

  • The charity’s annual Guest Lecture
  • Events with our alumni network of ex-staff, trustees and interns
  • Events with individual supporters and donors
  • The charity’s AGM and Christmas fundraiser

Person Specification

  • Excellent interpersonal skills
  • Excellent organisational skills, with proven ability to prioritise and operate in a fast-paced environment
  • Good written and verbal communication skills
  • Strong attention to detail
  • Experience of event organisation
  • IT literate
  • Self motivated and disciplined
  • Trustworthiness and discretion when handling confidential information
  • Proven interest in the work of campaigning charities
  • Enthusiastic and positive approach, with an aptitude for problem solving
  • Able to deal effectively with Chief Executive and board members
  • previous experience of working as an executive assistant is preferred but not essential

Further Details

Hours of work: 35hours per week.

Holidays:25 days per annum (pro rata), plus the working days between Christmas Day and New Year’s Day, plus public holidays (pro rata).

Pension:8% contribution from employer.

Accountability:Reporting to the Chief Executive

Flexibility

This job description will be subject to change and development in response to the needs of the charity. It will be reviewed with you by the Chief Executive after 6 months and then annually, to ensure it is a true reflection of what is being done, or to incorporate changes when it is found to be inaccurate. You will be expected to participate fully in such discussions with a view to reaching agreement on any changes felt to be necessary. If agreement is not possible, ShareAction reserves the right to insist on changes to your job description in line with your grade in the organisation, after consultation with you.

Applications

Closing date for applications: 10am, 12th May 2014. Interviews on 22nd and 23rd May.

Application form available at shareaction.org/vacancies

To apply, please complete the application form with reference to the person specification, and email it to or post to the Executive Assistant Vacancy, 16 Crucifix Lane, SE1 3JW