Job Title:Executive Assistant to CEO & Chair

/ JOB DESCRIPTION
Date Agreed by Line Manager: / 03-05-16
Date Agreed by HR: / 03-05-16
Updated by HR: / 03-05-16

Reporting to:Chief Executive Officer

Department:Chief Executive’s Office

PURPOSE OF THE JOB

To provide a comprehensive, confidential secretarial and EA service to the Chief Executive Officer (CEO) and Chair of Leonard Cheshire Disability.

To act as first point of contact for the CEO and Chair office, prioritising actions and providing possible next step solutions.

To research and evaluate options/areas of work as required on an ad hoc basis to assist the CEO or Chair.

KEY RESPONSIBILITIES

Reviewing incoming enquiries such as emails, invitations and correspondence and responding directly, delegating to colleagues or advising on responses to the CEO and/or Chair,providing clarity of outcome/actions and ensuring these are followed to resolution
To maintain a daily and long-term diary for the CEO and/or Chair, making necessary travel, meeting and other arrangements for appointments.
To make administrative arrangements for external meetings and conferences and attend as necessary, ensuring the CEO and/or Chair is fully briefed for meetings, including recommending approaches where appropriate;
To provide high-level secretariat support to key internal and external meetings involving the CEO and/or Chair; preparing agendas, co-ordinating or writing papers, producing minutes, and ensuring follow-up actions, as appropriate
To operate a bring-forward system in order that advanced preparation for meetings can be made and that the CEO and/or Chairare fully briefed and prepared.
To work closely and in cooperation with Directors PAs in other Departments, providing mentoring and support, as well as arranging andchairing tri-annual meetings of this group.
To liaise with external bodies with which the CEO and/or Chair is involved as required.
To develop and maintain office procedures and systems to ensure the efficient operation of the CEO/Chair’s office.
To setup and maintain a confidential filing system and ensure the general filing system is maintained
To type correspondence, reports and memos and prepare presentation material.
To undertake specific areas of responsibility and special projects as required to support the CEO and Chair.
To undertake other such tasks as may be necessary to ensure the smooth administration of the Department.
To look after the CEO and Chair’s visitors and Trustees attending meetings.
To undertake any other reasonable duties as requested.

PERSON SPECIFICATION

Essential Qualifications

To be educated to degree or equivalent standard.

Essential Other

To have extensive experience of working as an Executive Assistantin a large organisation or as PA to the Chief Executive of a smaller organisation.
To have demonstrable experience in producing professional documents & communications, especially editing and proof reading, with a high degree of accuracy.
Prior experience of designing, setting up and maintaining a comprehensive filing system
Prior experience of working in a fast-moving office environment
To be able to work flexible hours, occasionally having to work early or late and be away for occasional meetings/events.
To have sympathy with Leonard Cheshire Disability’s ethos and values.

Key Competencies & skills

A self-starter, capable of acting on own initiative and proactively managing competing demands and pressuresand able to undertake a number of simultaneous projects.
To be able to maintain absolute confidentiality, with high levels of tact and diplomacy.
Well placed sense of judgement and political skills; demonstrating absolute discretion, gravitas and confidentiality at a senior level
Excellent verbal & written communications skills, with an excellent command of English.
To demonstrate a warm and confident manner in dealing with a wide range of people, sometimes at VIP level.
To have excellent interpersonal and team working skills, being able tobuild and maintain excellent working relationships with colleagues.
To be able to meet often unexpected, very tight deadlines, being able to prioritise as required and able to work autonomously
To have good attention to detail.
To have developed IT skills across standard Microsoft packages.
To have a typing speed of 60wpm+.
To have experience of taking minutes.

KEY PERFORMANCE INDICATORS

All duties and responsibilities within this job description to be carried out in accordance with current Key Performance Indicators (KPIs)

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