Executive Assistant - Organisation Support
- 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
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.
- 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
- Supporters, Campaigners, Funders
- Influencers (Political, Business, Sector, PR)
- Job applicants
Knowledge and experience
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:
- 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.
- Living experience of disability.
- Understanding of the social model of disability.
- Understanding of the issue and principles of safeguarding and health and safety management.