Executive assistant to executive director of MFC job description

Job title: Executive Assistant to Executive Director of Marketing, Fundraising and Communications

Reports to: Executive Director of Marketing, Fundraising and Communications

Department: Marketing, Fundraising and Communications

Team: Excecutive Director's office

Location: Here East, Stratford - Scope head office

Grade: F

Salary: £30,000 to £32,000 per year

Direct reports:None

Budget/Resource responsibility: None – but oversight of departmental expenditure and financial management.

Person specification

Role purpose

  • To provide a professional and high level of complex administrative support to the Director, ensuring that they can function effectively, and that they can participate fully in the corporate leadership of Scope.
  • To ensure that department administration and communication systems are in place, maintained and used effectively, working with department administrators where relevant.
  • Project planning and coordination of departmental and cross-organisation projects for which a director holds responsibility.

Main responsibilities and accountabilities

General

  • Work seamlessly across department or team boundaries in a collaborative and constructive manner to implement Scope’s strategic direction.
  • Demonstrate a commitment to customer service excellence and deliver against the requirements of Scope’s quality framework.
  • Work within Scope’s policies and procedures at all times.

Role specific

Effective diary management and administrative duties

  • Ensure that the diary and travel arrangements of the Director is fully planned, organised and managed to achieve effective individual and team time management performance.
  • Exercise judgment and flexibility in managing potential conflicting diary management issues in a tactful and sensitive manner, having due regard for business priorities.
  • Ensure the Director has all the relevant papers and briefings for meetings where necessary and in a timely manner to ensure they have time to absorb and provide any feedback of the content prior to the meeting(s).
  • Co-ordinate and process the Director’s expenses, manage the corporate credit card and use other financial systems as required.
  • Coordinate and consolidate information from the Heads of team / project teams reporting to the Director, crafting summary draft reports for upwards circulation.
  • Planning and delivery of staff events.
  • Developing and maintaining tools which support business planning, corporate reporting and communication across the department.
  • Monitoring the efficiency of processes, delivering and instigating plans for continuous improvement.

Communication/ relationship management

  • Effectively manage complex key external and internal stakeholder relationships.
  • Be the first point of contact for the Director.
  • Enhance the internal and external image of Scope.
  • Decide on relevant information and update the Director with any pertinent information that may be required to function effectively in their role. In their absence to have the confidence and capability to communicate directly with the Chief Executive and other members of the Executive Leadership Team (ELT) as required.
  • Develop and maintain excellent working relationships with ELT Assistants, the Executive Leadership Team, colleagues across the organisation and Trustees so as to provide a high level of service.
  • Produce draft correspondence and departmental communications on behalf of the Director.
  • Produce presentations and briefings as required.

Project management

  • Work with the Senior Leadership Team (SLT) to ensure that that fortnightly and monthly project reports for the department are completed on time and to a high standard.

Meetings co-ordination and planning 

  • Co-ordinate an annual programme of quarterly department and weekly/monthly leadership meetings that aligns with the organisation’s Board and Committee schedule. Scheduling meetings for the department and leadership team, arranging venues, drafting agendas and forward planning, ensuring papers are received and circulated in good time prior to meetings, taking notes and recording actions.

Customer service

  • Be the first point of contact for telephone and written enquiries to the Director.
  • Meet and greet visitors of all levels of seniority for the Director.
  • Ensure there is a backup support mechanism/system in place for planned absences.
  • Make full use of systems and IT packages available to enhance the level of administrative service that is provided to the Director

These duties may be added to or deleted from, and may be subject to change.

Grade specific competencies

  • Supervise and encourage team members to maximise their potential through continuous learning whilst challenging and dealing with under performance.
  • Recruit, manage and develop staff within Scope’s HR and operational policies and procedures.
  • Utilise volunteers appropriately within the department.

Mandatory for all staff

  • Work seamlessly across department or team boundaries in a collaborative and constructive manner to implement Scope’s strategic direction.
  • Demonstrate a commitment to customer service excellence and deliver against the requirements of Scope’s quality framework.
  • Work within Scope’s policies and procedures.

Key contacts

Internal

  • Staff and volunteers across Scope
  • Leadership Support Manager, Executive Assistants and other PAs and Departmental Co-ordinators across the organisation
  • Executive Leadership Team, all Senior Management, Board of Trustees and Committee members
  • Departmental Senior Leadership Team
  • Chief Executive

External

  • As required by the Director e.g. consultants/advisors, other charities' directors and staff, local groups, fundraising contacts, recruitment agencies etc. This is not an exhaustive list. 
Opens in a new windowOpens an external siteOpens an external site in a new window