Executive Assistant to CEO and SLT

Start date - ASAP, Temporary Contract - rolling 2months with potential for extension

Location: Warwick - Predominantly Office based role - and occasional travel with CEO expected UK based

(Apply online only) per day inside ir35

Overall Purpose

As Executive Assistant to the Chief Executive Officer (CEO) and the Senior Leadership Team, you will take on a key supporting role with a high level of responsibility and impact. You will be responsible for supporting our most senior leaders, enabling them perform and ensuring the smooth running of the CEO's office.

Your role will include diary management, management of incoming and outgoing correspondence, and planning ahead to ensure effective use is made of the time available.

You will provide support for the Chief Executive at internal and external meetings, and you will be expected to travel (UK based) with the CEO to provide this support.

Overall objectives

To provide high quality and proactive support to ensure the smooth operation of the Chief Executive's role, including:

Executive support
Administrative and organisational support (including diary management, travel and expenses)
Maintaining confidentiality at all times
Representing the Chief Executive to provide executive input, management and support on projects/steering groups
Other work within the scope of the role and sphere of influence
Manage personal professional brand including LinkedIn and any other social media platforms.

Supporting the Chief Executive is around 50% of the function of the role. The remaining time will be providing administrative and organisational support to the members of the Senior Leadership Team.

KEY RESPONSIBILITIES

The main duties and responsibilities of the role holder are as outlined below:

Executive Support

Providing executive direction, input and support, overseeing special projects and steering groups on behalf of the Chief Executive. Effective reporting to Chief Executive. Co-ordinating (and if necessary, supervising) efforts of various parties to ensure completion of key tasks and actions.
Effective gatekeeping responsibility between internal/external stakeholders, the public and Chief Executive.

Schedule management on behalf of Chief Executive to ensure all meetings, events and deadlines are carried out seamlessly.
Provide in-person assistance, traveling with the CEO to external meetings and events.

Producing high quality reports, summaries, presentations or organisation charts.
Providing meeting briefings for the Chief Executive.
Supporting the CEO to maintain and develop their social media presence.
Working effectively with senior level staff and across all departments.
Maintaining the executive areas on Microsoft Teams and ensuring they remain secure.
Working closely with internal communications on behalf of the Chief Executive
Producing correspondence and documents; accurately proof reading /copy editing.
Organising and coordinating executive outreach and external engagement.
Providing secretariat cover for meetings involving the Senior Leadership, as required.
Meeting and greeting Chief Executive's visitors in a professional compatibility manner.
Manage complaints and compliments received through the CEO's office, escalating when necessary.

Administrative and Organisational Support

Collating and submitting monthly expenses; raising and processing financial purchase orders, invoices, subscriptions, credit card statements and any other purchases, on behalf of the CEO or other members of the Senior Leadership Team.
Coordinating all aspects of diary and travel management for the CEO and Senior Leadership members.
Drafting correspondence on behalf of the Chief Executive; proof reading correspondence and other documentation submitted for the Chief Executive.
Supporting the Chief Executive with email management.
Operating an efficient and effective document control and retrieval system.
Collating and providing all papers required ahead of events and meetings, ensuring that any speeches/briefs are provided in good time.
Support with Chief Executives personal administration where requested.

Maintaining Confidentiality

Handling sensitive and strictly confidential information and being fully mindful of the impact of such material or information.
Assisting with actions requiring the processing of personal or sensitive data as and when required.
Being acutely aware of items that are commercially sensitive.
Being alert to and dealing sensitively with any issues of a personal and private nature either in relation to management, staff, volunteers, members or other stakeholders.
Maintaining confidential files and contact information in line with data protection regulations and expectations.

Other work within the scope of the role and sphere of influence

Delivering to specified requirements and deadlines across various internal and external projects as required by the Chief Executive.
Providing support to other roles as required.
As EA to the CEO, you will be responsible for ensuring the smooth running of the CEO's work and personal life. Working alongside the senior leadership team you will work with the business providing high level administrative and project support. Responsibilities will include Essential skills and experience.