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Executive Assistant - Organisation Support

London

Job details

  • Stratford, London
  • £35,000 per year
  • 35 hours per week - flexible hours
  • Full time, permanent

Working at Scope

  • Be a disability gamechanger
  • 27 days holiday per year
  • Flexible working
  • Discounts at gyms, restaurants and more

Job description

The Executive Assistant (EA) works with Scope's Leadership Team and five other EAs. This role mostly assists one Executive Director at a high-level to ensure their agenda, priorities and objectives are met. And, at various times throughout the year, the Executive Assistant is expected to:

  • Ensure the Leadership team is assisted effectively with the management of their diaries, projects and their teams.
  • Assist the Leadership team with administration and document preparation for performance reviews, projects, shop visits and trips, travel, briefings and forward planning.
  • Gather data and information from colleagues across Scope to make sure the Leadership Team is briefed for meetings.

Main responsibilities and accountabilities: 

  • Help with forward planning, document preparation, proofreading, inbox and diary management.
  • Draft letters and emails, presentations, and briefings. 
  • Assist with the effective delivery and progression of Scope’s objectives, programmes and projects.
  • Exercise judgment, flexibility, tact and sensitivity in time management and in managing potential diary conflicts, whilst being mindful of 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.
  • Be an informed key contact and handle internal and external enquiries in a professional manner, liaising with key contacts across Scope and other charities.
  • Administer team meetings, events and activities including logistics, drafting agendas, taking minutes or notes when needed, and recording actions.
  • Improve administration processes and spot opportunities to make things more accessible, and simple.
  • Meet and greet visitors for the Leadership Team in the absence of the Team Coordinator
  • Comply with all safeguarding processes and procedures

    Assist with HR administration:
  • Training and development
  • Recruitment and onboarding
  • Performance management
  • Processing leavers
  • Reasonable adjustments

    Assist with financial administration:
  • Creating purchase orders and receipting goods
  • Claiming, updating, and tracking expenditure
  • Systems and premises access
  • Gift aid administration
  • Work flexibly and together with the other EAs, sharing best practice and useful information which helps with forward planning.
  • Provide cover and handover to the other EAs in times of absence.
  • Work together with the Team Coordinator to achieve organisation and team goals.
 

Key contacts

Internal contacts

  • Executive Leadership Team
  • Executive Assistant to the Chief Executive and Lead Organisation Support
  • The Leadership and management groups
  • EAs and Team Coordinator in the Executive Support Team
  • Office Support Assistant
  • Governance Team
  • Finance and Technology Services, HR and Payroll

External contacts

Key stakeholders:

  • Trustees
  • Suppliers
  • Supporters, Campaigners, Funders
  • Partners
  • Researchers
  • Influencers (Political, Business, Sector, PR)
  • Job applicants

Person Specification

Knowledge and experience

Essential

To be successful in this role it is essential that you have previous experience of:

  • High-level inbox, calendar and project management in support of a senior Director, or similar.
  • Managing key contacts and relationships with internal and external stakeholders.

Skills and competencies:

Essential

  • A fast learner and problem solver with the ability to own, organise and prioritise many tasks at once.
  • Ability to manage reactive and proactive requests from a range of colleagues and stakeholders, and complete tasks to tight deadlines.
  • Excellent written skills and can communicate clearly.
  • Energy and creativity.
  • Can work well in a team.
  • Good working knowledge of Microsoft Office: including Teams; Word; Excel; PowerPoint.
  • Discretion in dealing with confidential information.
  • Good working knowledge of internal systems for claiming expenses and raising purchase orders. 
  • Ability to improve processes and share best practice.
  • Self-starter.

Desirable

  • Living experience of disability.
  • Understanding of the social model of disability.
  • Understanding of the issue and principles of safeguarding and health and safety management.

Contact us

If you have any questions please get in touch.

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