PA to the Chief Executive

A rarely available opportunity has arisen for an experienced PA to join our organisation to provide a comprehensive PA and Administration support service to the Chief Executive (CE), Deputy Chief Executive (DCE), Chairman and Trustees. Working Mon to Fri 9am to 5pm or 8.30am - 4.30pm with free onsite parking, 23 days holiday and salary up to £35k with some hybrid working. We are a UK wide not for profit organisation and can offer a professional and welcoming team environment carrying out a range of PA and administrative support tasks. The PA role provides support to the Chief Executive in the administration of governance systems and processes within the organisation and the Deputy Chief Executive who oversees the Business Development, Curriculum, Quality and Learner Support Services teams.To be successful, you should have proven, recent PA experience, minute taking or shorthand experience and be confident to type up minutes from in person meetings or audio dictation. You should be confident across the range of Microsoft packages and be happy carrying out a range of PA and administrative tasks as listed below:-PA• To be responsible for all matters relating to the Chief Executive and Deputy Chief Executive• To co-ordinate and maintain the CE and DCE's diaries, including organisation of all appointments, meetings and travel arrangements• To attend meetings as required by either the CE or DCE, take minutes and provide meeting notes/minutes, and circulate in a timely manner (Short hand and taking dictation)• Identify, anticipate and prepare information requirements for the CE and DCE for meetings, appointments, presentations etc. and follow up all requests for information, outstanding reports and correspondence• Prepare/type routine letters, presentations and reports• Answer telephone calls and take messages; screen phone calls, enquiries and requests; handle them when appropriate• To be responsible for the planning of the staff annual Christmas party and other staff events as required by the CETrustees• To be the main point of contact for the Trustees in case of queries• Ensure that Trustees have prior knowledge of all diary dates for Board and all Sub-Committee meetings and events to which they are invited• Ensure that all Governance systems and processes relating to the Trustees of the organisation are regularly reviewed and kept up to dateTrustees' Meetings• Ensure that all Board and Committee meetings are booked in advance and that all attendees are aware of the date, time and venue through calendar invitations• Ensure that meeting rooms and any catering required are booked in advance of each meeting, taking into account the dietary needs of Trustees and attendees• In liaison with the CE and other members of the Executive Team, ensure that the agenda and all supporting paperwork for each meeting is prepared and ready for circulation at least 7 calendar days in advance of the meeting• Meet with the CE and other members of the Executive Team to review Action Points and allow for documents to be prepared for Matters Arising, Chief Executive's Report and other items• Ensure that the Chairman of the meeting has a copy of the previous meeting minutes to sign off at the meeting• Attend all Board and Committee meetings, take minutes and transcribe notes for the Chairman to approve prior to circulation to the Trustees• Ensure that changes that are required to the Board Meeting minutes after circulation are made after discussion with the CE, who will liaise with the Chairman if required.• Ensure that signed minutes and other signed documents are correctly filed.Executive Team• Work with the CE and DCE on any designated projects associated with the business of the organisation• Ensure that all Executive Team meeting dates are agreed and booked in advance, and that calendar invitations are sent in good time• Arrange accommodation and dietary needs with the chosen venue for each meeting• In advance of the meeting, meet with the CE to agree agenda; circulate to attendees with minutes of previous meeting and any agreed documentation• Prepare meeting notes from dictation from the CE, DCE or Director of Finance and ensure that the Action Plans are kept up to dateSenior Leadership Team• Be the main point of contact for the Senior Leadership Team in terms of formal SLT meetings and general meetings as required by the CE• Ensure that SLT meeting dates are booked in advance and that all attendees are sent calendar invitations in good time• Meet with the CE/DCE to ensure the agenda is prepared prior to the meeting, and circulate to attendees together with any associated paperwork• Take minutes at the meeting and draft for the CE. Once approved, circulate to meeting attendees, together with a table of Action Points.Company Events (Graduation/Westminster Award etc.)• Assist the CE to prepare his speeches and any presentations required for each event• Attend each event to be available to assist the Chairman, CE and DCE• Be available at events to assist with ensuring things run smoothly, efficiently and in a timely mannerGeneral Office Duties• Assist with Company credit card reconciliation• Assist with general admin, postal services and booking of accommodation and transport• Greet and provide hospitality for CE and DCEs visitors which may include ordering lunches for meetings and taking into account any dietary needs• Arrange meeting rooms for internal and external meetings, and in advance for recurring meetings• Maintain a workable filing system by liaising with colleagues to create a central online source of information and thereby decrease printing• Maintain utmost confidentiality in all aspects and handle sensitive matters diplomatically and discreetly• Attend training, meetings and networking events as and when required• Work towards the core values set for the whole organisation• Promote the business in a positive manner, including Equality and Diversity, Safeguarding, Prevent and British V