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Ideally, the candidate should have relevant PA experience, however this is not essential for the role. Candidates with no experience will be considered if they have the relevant qualities of being trustworthy, hard working, eager to learn and have a great attention to detail.
Key Tasks and Responsibilities
Diary Management:
- Proactively manage the CEOs diary, including scheduling meetings, appointments, and events.
- Coordinate and prioritise the CEOs daily activities to ensure efficient use of time.
- Anticipate scheduling conflicts and resolve them with minimal disruption to the CEOs schedule.
- Organise and manage complex international travel arrangements, including flights, accommodation, visas and security provision.
- Prepare detailed travel itineraries, ensuring all logistics are seamlessly coordinated.
- Handle any travel-related issues that may arise, including last-minute changes or emergencies.
- Monitor travellers safety during travel to medium-high risk locations (on-call), with the support of a security company.
- Provide administrative support for board meetings, including preparing agendas, distributing materials and taking minutes.
- Ensure the CEO is well-prepared for board meetings and other governance-related activities.
- Manage communication with board members and assist with organisation of board-related events and functions.
- Handle correspondence on behalf of the CEO, including emails, phone calls and written communication
- Draft and prepare documents, presentations, and reports as required by the CEO
- Assist in managing the CEOs expense reports, invoices, and other financial documentation
- Support the CEO in maintaining strong relationships with partners, donors, and other key stakeholders
- Handle sensitive and confidential information with the utmost discretion and integrity
- Ensure that all communications and documents are managed in accordance with organisational policies and procedures
Knowledge and Skills
- Previous PA experience (preferred but not essential)
- Knowledge of office management systems and procedures
- Excellent time management and ability to multi-task and prioritise work
- Attention to detail and problem-solving skills; excellent verbal and written communication skills (phone, email, and in-person)
- Responsible and organised
- Proficiency in Microsoft Office/Teams/SharePoint
- Somebody with a fun and friendly demeanour to fit in with the existing dynamic team
- Strong interpersonal and communication skills with the ability to form professional relationships across all areas of the charity
Personal Qualities
- Well-organised
- Pro-active
- Excellent communicator
- Excellent attention to detail
- Trustworthy and honest
Please note in line with GDPR, all personal documents (CV's, Cover Letters, etc.) are deleted and destroyed as soon as the applicable position has been filled. Kids Operating Room is a Disability Confident employer and recognises our employees as our greatest asset; we guarantee an interview for candidates with disabilities who meet the essential criteria. We will consider and implement reasonable adjustments you may require during our recruitment process and throughout your employment should you be successful. If you require any assistance with any part of the recruitment process please contact our Admin Officer on 0131 2970090
