We are currently looking for an Executive Assistant to support the CEO and Deputy CEO of a small London Based Charity.
The Executive Assistant will provide comprehensive administrative support to the CEO and Deputy CEO and play a crucial role in ensuring the efficiency of the executive office. They will also provide administrative support to the Relationship Management and Business Development teams. This role involves a variety of tasks including managing schedules, preparing meeting materials, drafting minutes for Board meetings and keeping databases and other tracking tools updated
Key Responsibilities:
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Executive Support:
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Manage the CEO and Deputy CEO's calendar, including scheduling meetings, appointments, and travel arrangements. This will involve speaking to HNW individuals and lawyers.
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Prepare and organise materials for external and internal meetings, presentations, and reports.
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Handle confidential information with the highest level of discretion and professionalism.
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Board Support:
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Attend Board meetings and other executive-level meetings as required.
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Draft, proofread, and finalise minutes for Board meetings, ensuring accuracy and timely distribution.
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Coordinate with Board members to schedule meetings and prepare agendas.
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Provide support to the Relationship Managers by managing arrangements for Board Meetings with other Foundations, including attending, taking minutes and distribution of minutes.
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Communication:
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Serve as a point of contact between the CEO and internal/external stakeholders.
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Handling calls efficiently, professionally and promptly and assisting with enquiries where relevant.
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Draft and proofread correspondence, reports, and other documents on behalf of the CEO and Deputy CEO.
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Administrative Support to RM and BD team:
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Provide administrative support to the RM team, to include activities such as processing donations and sending receipts.
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Supporting the team to keep databases and trackers up to date.
Qualifications and Person Specification:
- Minimum A level education, must be numerate.
- Minimum of 5 years of experience in an executive assistant or similar role, preferably supporting C-suite executives.
- Proven experience in writing and preparing Board meeting minutes.
- Exceptional organisational and multitasking skills with the ability to prioritise tasks effectively.
- Strong verbal and written communication skills.
- Meticulous attention to detail is essential in this role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to work independently, exercise sound judgment, and maintain confidentiality.
- Flexible and adaptable, with a positive attitude and strong problem-solving skills.