Personal Assistant to CEO
The ideal candidate will be a strong communicator, capable of handling sensitive information with discretion and working efficiently in a fact paced environment.
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 CEO’s diary, including scheduling meetings, appointments, and events.Coordinate and prioritise the CEO’s daily activities to ensure efficient use of time.
Anticipate scheduling conflicts and resolve them with minimal disruption to the CEO’s schedule.
Travel Coordination:
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.
Governance and Board Support:
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 governancerelated activities.
Manage communication with board members and assist with organisation of board-related events and functions.
Administrative Support:
Handle correspondence on behalf of the CEO, including emails, phone calls and written communicationDraft and prepare documents, presentations, and reports as required by the CEO
Assist in managing the CEO’s expense reports, invoices, and other financial documentation
Support the CEO in maintaining strong relationships with partners, donors, and other key stakeholders
Confidentiality and discretion:
Handle sensitive and confidential information with the utmost discretion and integrityEnsure 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-organisedPro-active
Excellent communicator
Excellent attention to detail
Trustworthy and honest