Executive Assistant to the Board of Directors/CEO

Job description

Job responsibilities

Provide support to the CEO, EMT and Board of Directors for diary management, arranging and co-ordinating meetings and events, organising venues and resources as required.

To advise on the annual calendar of the Trusts Board meetings and tasks and maintain appropriate records.

Responsible for the organisation and co-ordination of Board and Sub-committee meetings in conjunction with the Chair of the Board and the Chairs of the Committees.

Liaise with the Chair, Directors, CEO and EMT to schedule any other meetings and events as required, some of which may be critical and urgent.

Work with the Chair to develop Board meeting agendas, and make arrangements for presentations and internal/external speakers.

Liaise with the CEO and EMT regarding preparation for meetings, and conduct meeting follow up. This includes preparing meeting agendas, collating and distributing meeting minutes, reports and other papers in good time for Board and other meetings. Following up on any agreed action points with those responsible and informing the Chair of progress. Send papers to Directors by post and email if requested.

Provide efficient secretarial assistance for meetings, such as sending meeting invites and virtual log-ins, managing room bookings and arranging refreshments. Assisting Directors with travel arrangements and the payment of expenses when required.

Attend meetings as required (some of which may be out of hours) and take accurate and professional minutes of Board meetings, sub-groups and any ad-hoc meetings and maintain a record of attendance and apologies.

Support the EMT with tasks including system administration (including software and telephones), and provide training, guidance and updates as required.

Responsible for monitoring and responding to incoming emails from the MHCT info@ inbox, plus others that may be relevant, forwarding emails to the appropriate recipient(s) within the Trust. General administration of the info@ account.

Using a customer centred approach, provide a comprehensive administrative support service to internal projects, staff members, external stakeholders and service users.

Provide full telephone support within the wider office ensuring that anyone contacting the Trust are dealt with empathetically, professionally and with respect.

Preparation and issue of all written communications, emails and letters on behalf of the CEO, Board of Directors and EMT, maintaining records of all correspondence as appropriate and filtering incoming communications/correspondence as necessary.

Ensure copies of statutory policies and other documents approved by the Board are recorded, reviewed and published as agreed and as per governance requirements and internal processes.

Take minutes and produce them accurately within specified deadlines, this will include attending Directors meetings, sub-committees and accompanying the EMT to various meetings, some of which may be outside office hours.

To be fully conversant with the Memorandum and Articles of Association for the Charity and the Terms of Reference of its Committees and to advise the Directors on matters of governance and procedure in this respect.

Ensure the Trust Board is properly constituted, maintain copies of current terms of reference and members of committees/working parties and that meetings are quorate and all disclosure/conflict of interest.

Support the Executive Team to ensure official and legal records are up to date, for example Charity Commission and Company House records.

Maintain a record of signed minutes of meetings and ensure copies are sent to relevant parties upon direction from the CEO/Chair and are published as agreed at meetings.

Maintain membership records of each individual Directors term of office and attendance and alert the Chair in advance of any impending Director (Trustee) vacancies and non-attendance at meetings.

Support the Chair, CEO and HR, in the recruitment process for Board Directors (Trustees) as required and to contribute to the induction of newly appointed Directors.

Establish and monitor the appraisal and performance review cycle for the Directors Board.

Support to senior managers with production of reports, letters, emails and other communications and carrying out any other administrative tasks including photocopying, faxing, emailing, scanning, laminating and binding.

Ensure the Bid Register is kept updated and liaise with other team members and stakeholders as required, ensuring organisation files and documents are kept updated.

Provide support with bids and tenders: such as setting up bid folders, this may include downloading documents, submitting clarification questions and checking on responses and communication via portal) completing the due diligence sections, support with overseeing the contract & sub-contract document collections and overseeing completion of the information required.

Maintain governance documents, files, contact details, activity data as required throughout the organisation.

To set up, develop and maintain appropriate filling systems, both hard copy and electronically.

Work within boundaries of confidentiality appropriate to sensitive and confidential information and manage information effectively in accordance with legal requirements.

Book, and prepare meeting rooms including ensuring required equipment and resources are available and set-up for use, for example projectors/screens, flipcharts.

Provide meet and greet and hospitality to visitors attending meetings with the Directors and/or EMT.

Participate in own personal development by undertaking training specific to the job role.

Assist in any project work as required.

Maintain and support the ISMS information management system for information security, access and to co-ordinate and support with internal annual audits including preparation and resulting actions.

To carry out any other duties as reasonably required.

Person Specification

Communication

Essential

• Excellent verbal and written communication skills with the ability to communicate at all levels, verbally, face to face, by telephone and in writing.
• Effective interpersonal skills and be able to communicate on a variety of levels with colleagues, Directors and professionals from other external organisations developing good working relationships.
• Demonstrate tact, diplomacy and an ability to operate with a high degree of flexibility and adaptability and in strict confidence.

Personal Qualities

Essential

• A pleasant approachable manner with a mature professional approach to working.
• A willingness to adopt a flexible approach to work, the post holder may occasionally be required to work outside of normal working hours.
• The quality to work on own initiative; prioritise a varied work programme whilst being under pressure.
• Complete confidentially and integrity for the material and information that exposed during the day-to-day role.

Qualifications

Essential

• GCSE or equivalent English and Maths grade C or above.

Desirable

• Private Secretaries Certificate or Diploma / NVQ Level 2 or 3 in Business Administration or previous PA experience.

Knowledge and Skills

Essential

• A sound knowledge of confidentially and data protection, the post holder will be required to handle private and confidential and sensitive information and will be required to maintain confidentially with regard to all work and information, particularly that provided by EMT and Trustee Board.
• Ability to work unsupervised at times and autonomously using own initiative managing own time effectively and prioritising own workload.
• An innovative approach, utilising technology solutions to perform administrative tasks efficiently and effectively.
• Conversant in the use of the full MS Office suite including PowerPoint and Excel
• Good level of organisational skills.

Desirable

• Knowledge of Trust Board procedures and legislative requirements

Other requirements

Essential

• Able to work at times convenient to the Trust Board, including evening meetings.
• Able to travel to meetings.
• Available to be contacted at mutually agreed times outside of normal working hours.
• This role is subject to an enhanced + barred list DBS check and the postholder is required to maintain a subscription to the DBS update service

Experience

Essential

• Proven experience of working as a PA to senior and executive managers/directors.
• Experience of diary management, organising meetings, conferences and events.
• Experience of attending and minuting meetings.
• Experience of using a range of IT applications such as Email, facilities, Microsoft Word,
• Access, Excel, PowerPoint including a laptop.
• Experience of supervising a team in a busy office environment and to deadlines.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Murray Hall Community Trust

Address

Murray Hall Community Trust

St. Marks Road

Tipton

West Midlands

DY4 0SL

Employer's website

https://www.murrayhall.co.uk (Opens in a new tab)