Executive assistant organisational support job description

Job title: Executive Assistant – Organisation Support (0.6 job share)

Reports to: Executive Director

Department: Chief Executive’s Office

Team: Executive Support Team

Role purpose

This role is to be the Executive Assistant for 2 Executive Directors working part-time in a job share. This role is in the Executive Support Team and works collectively with the other 4 part-time executive assistant, and the Team Co-ordinator.

The executive assistant - Organisation Support co-ordinates their business areas externally and internally, and is a champion for improving administration processes across the 2 directorates it supports. This role is expected to cover other areas of the business when the need arises, to ensure continuity and consistency of organisation support:

  • To ensure the executive leadership team are supported in effective time management, including the management of their diaries, the co-ordination of external, internal team events, and the effective management of their teams.
  • To support the leadership team in the management and administration of cross cutting corporate activities such as performance reviews, major events, projects and programmes co-ordination.
  • To support their assigned directorates in managing key administrative tasks and business process.
  • To ensure the Company Secretary is supported when required, with management of their diary, and the co-ordination of external and internal events and meetings when on Scope business.
  • To collectively co-ordinate building / campus activities for internal and external events in the absence of the Facilities Co-ordinator, to ensure the smooth running of the here east office.

Main responsibilities and accountabilities

Executive support

  • To ensure their executive directors are supported in time management, specifically the management of their diaries, travel arrangements and the co-ordination of external and internal team events.
  • To support their executive directors in the effective delivery of Scope’s programmes and projects.
  • To be a champion for improving administration processes across the 2 supported directorates.
  • To support best practice programme and project management across Scope and the progression of Scope’s programmes and projects with their assigned executive directors.
  • To support the delivery of Scope’s communication strategy to ensure effective communication internally across Scope and with external stakeholders.
  • Exercise judgement, flexibility, tact and sensitivity in time management and in managing potential diary conflicts, having due regard for business priorities.
  • Manage relationships with key internal and external stakeholders with a high degree of professionalism and care, taking the initiative to ensure meetings are scheduled in a timely way and that there is ongoing communication and good follow-up to meetings.
  • To draft correspondence, presentations and briefings communications on behalf of their assigned executive directors.
  • To be the first point of contact for their assigned executive directors.
  • To meet and greet visitors for their assigned executive directors, and for ELT when required.

Organisation support

To manage and support internal team meetings, events and activities including managing logistics, agenda, minutes and action trackers for their assigned directorates.

  • Supporting HR administration activities for their assigned directorates:
  • Training and development
  • Recruitment
  • Performance management administration
  • Amendments to staff terms and conditions and processing leavers
  • Supporting financial management activities for their assigned directorates:
  • Administration of Company Credit cards
  • Ordering and Purchase to Pay administration
  • Gift aid administration
  • Tracking major contracts or activity expenditure

Supporting technology services and facilities administrative management activities for their assigned directorates:

  • Reasonable adjustments
  • Systems and facilities access

Team Coordination

  • Use the support of the Team Co-ordinator as a resource, when appropriate, to support business process.

Key contacts

Internal contacts

  • Executive Leadership Team
  • The leadership and management group in their assigned directorates
  • EAs and Team Co-ordinator in the Executive Support Team
  • The Company Secretary
  • Facilities Co-ordinator
  • Technology services, Property, HR, Payroll, Risk, and Retail leads for issue resolution and administrative activities.

External contacts

  • Key stakeholders (specifically related to their assigned executive directors)
  • Suppliers
  • Supporters, Campaigners, Funders
  • Partners (Corporate, HNW, Sector)
  • Researchers
  • Influencers (Political, Business, Sector, PR)
  • Job applicants

Person Specification

Knowledge and experience

Essential

  • Previous experience of working as a senior director’s executive assistant.
  • Previous experience of managing critical contacts and relationships with major organisation stakeholders.
  • Previous experience of supporting the management of projects.

Skills and competencies

Essential

  • Ability to act for your executive directors, a profile that commands respect and the ability to get things done.
  • Ability to grasp the key aspects of your executive director’s brief, the operations under their control and the key stakeholders, in order to effectively support the management of issues and risks, and the delivery of objectives.
  • Ability to communicate succinctly on complex issues in verbal and written form.
  • Effective team working and collaboration with peers.
  • Good administration of tasks and priorities; ability to multi-task.
  • Good working knowledge of Microsoft Office, including Word, Excel and PowerPoint.
  • Discretion; ability to maintain confidentiality.
  • Good working knowledge of internal systems for claiming expenses, raising purchase orders and other relevant enterprise systems.
  • Problem solving ability; to be a champion for improving current administration processes to increase efficiency, and to be willing to share best practise.
  • Self-starter.

Desirable

Understanding of the issue and principles of safeguarding and health and safety management.

Our values

We are ambitious and determined. We innovate and strive for better. Bold and challenging of the status quo, ourselves and each other. We listen and share, tapping into the expertise of others. We are transparent about what we do and how we do things. We create supportive and accessible environments. We value and respect each other’s expertise and diversity, taking responsibility for what we do to support each other to succeed. We are single minded in our desire to achieve equality.

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