PA to Chief Executive

Bradley, Huddersfield Hybrid (2 days per week office)
£30,000 to £32,000
37 per week

Main purpose of the job

The post holder will provide comprehensive administrative, secretarial and organisational support to the Chief Executive and the Senior Management Team. Your responsibilities will include managing diaries, coordinating meetings, producing high-quality documents, handling confidential information, and liaising with internal and external stakeholders.

Main duties:

Communication

  • Be the primary point of contact for the Chief Executive to Trustees, the senior management team, colleagues and external organisations.
  • In the absence of the Chief Executive, make informed decisions and channel enquiries to the appropriate senior manager.
  • Communicate effectively with Trustees, staff and external agencies.

Diary management

  • Organise the Chief Executive’s diary liaising both with external organisations at a high level and with colleagues, arranging appropriate appointments, cross checking to prevent conflicts and maintaining  an up to date Outlook calendar.
  • Organise the diaries of the senior management team, prioritising tasks according to changing priorities.
  • Organise the Chief Executive and senior management team’s travel and accommodation, preparing schedules and itineraries as appropriate.
  • Research and gather information as appropriate to the Chief Executive’s engagements.
  • Book planning time for important meetings into the Chief Executive’s diary together with members of the senior management team as appropriate.

Administration

  • Provide comprehensive administrative, secretarial and organisational support to the Chief Executive
  • Maintain contact and email lists for partner organisations, politicians, meeting groups and update the Customer Records Management (CRM) system.
  • Organise travel and accommodation for Trustees and other members of staff as appropriate.
  • Deal with the Chief Executive’s correspondence, acknowledging letters and drafting replies with assistance from the senior management team as necessary.
  • Manage the Chief Executive’s e-mails in her absence and respond as necessary, alerting her to anything requiring urgent attention.
  • Prepare expenses claims for the Chief Executive and senior management team to sign and submit.
  • Provide research support in key policy areas for the Chief Executive and senior management team
  • Collate and prepare power point presentations to meet tight deadlines.

Meetings

  • Co-ordinate the gathering of information for board meetings, the business plan and reports and provide bound copies for distribution.
  • Undertake programming of future major events for the Charity into a meetings and events planner for circulation to senior staff
  • Plan own schedules of work to ensure that tight deadlines are met.
  • Organise and facilitate board meetings, AGMs, meetings of the senior management team, 3R’s managers and all staff meetings and any other meetings as requested including arranging catering and accommodation.
  • Manage the schedule of annual staff meetings and bi-monthly top up time meetings
  • Minute all board meetings and AGMs recording these in the prescribed format for inclusion in the report to the Board of Trustees.
  • Note action points for all board meetings and senior management team meetings in the prescribed format and circulate as necessary.

General

  • Undertake research and project work which may vary widely in complexity and detail as required.
  • Work closely with the HR team for the effective smooth running of daily office administration to ensure adequate cover during holidays and sickness.
  • Open, acknowledge and co-ordinate responses to post, e-mail and telephone enquiries
  • Provide support with welcoming visitors and providing/arranging refreshments.
  • Management of stationery supplies and business cards.
  • Any other duties reasonably requested by line management and commensurate with the post.

Benefits include:

25 days’ holiday, rising to 29 after service increments plus 8 bank holidays, Personal Pension Scheme, Healthcare Cash Plan, Employee Assistance Programme, Staff Awards Scheme, Company Sick Pay Scheme, flexible working patterns.

To apply you will be asked to submit your CV along with a cover letter detailing how your skills, knowledge and experience meet the requirements of the role. Please email this to [email protected]

NDNA is committed to a policy of equal opportunities and is actively opposed to discrimination in society.