Putting people at the heart of social change

JOB DESCRIPTION

Job Title:PA and Office assistanT

Reports to: CEO

Area: Executive

Location: Bethnal Green, London

Overview

The Young Foundation is a research and action based institute with a formidable track record of confronting inequalities. We work across the UK and internationally to create insight and innovations which put people at the heart of social change

Purpose of role

To provide an effective and efficitentadministrative and logistical service to the CEO, whilst mainitining a high level of professionalism and confidentiality. Additionally support the day to day running of the Young Foundation, Bethnal Green office, liaising closely with the building Reception & Officer Manager to cover short term absence.

Duties of the role

PA to CEO

  • Maintaining exemplary standards of confidentiality when dealing with confidential and highly sensitive information.
  • Act as the first point of contact and representative of the CEO for a wide range of Internal and External stakeholders
  • Take accurate minutes at meetings, particularly,Trustee Board Meetings and Senior Management Meetings
  • Respond to correspondence on behalf of the CEO as directed
  • Understand the CEO's priorities to ensure the most effective use of her time
  • Managing logistics and travel arrangements including accomodation where necessary
  • Ensure the CEO's diary runs efficiently and effectively. This will include extensive schedule management, anticipating scheduling problems and dealing with these quickly and effectively in a proactive manner
  • Manage CEO’s Email inbox
  • Maintaing CEO's outlook contacts in a consistent and logical manger
  • Processing expenses claims

Office support, Young Foundation

  • Responsible for maintaining printers, and photocopiers, including replacing toners and paper as necessary and dealing with maintenance problems as appropriate
  • Ensure stationary cupboard in main office is tidy and well stocked
  • Ensure beverage cupboard is stocked
  • Ensure housekeeping of staff area is maintained
  • Assist other departments with project work

Main Building Reception Cover

  • Cover the main reception during lunch time (1 hr) Monday to Friday and short term absence of Reception and Office Manager.
  • Answer the switchboard and direct calls as appropriate
  • Act as the first point of contact for all tenants in 18Victoria Park Square, welcoming visitors and directing them appropriately
  • Accept deliveries on behalf of tenants

Candidates will be able to demonstrate:-

  • A proactive and flexible approach to their work.
  • Previous experience of working in a results orientated environment
  • An understanding of the need for confidentiality
  • Previous experience of a similar role
  • strong Microsoft Office skills
  • An approachable and professional attitude
  • Strong written and verbal communication skills
  • Ability to work independently, planning and managing their own workload.
  • Attention to detail.

The above list of key responsibilities (and associated activities) is not exhaustive. It may be necessary to carry out other work within the scope of the role, as reasonably requested.

Dec 2017