Executive Assistant

Benefits: An employer pension contribution of 6%, working for a values-based organisation, length of service increments, flexible working arrangements, and staff wellbeing programme.

An opportunity has arisen for an Executive Assistant to work for our thriving charitable organisation during an exciting time of development. As an Executive Assistant you will report directly to and support the organisation’s CEO but will also receive additional support from our Business Manager., An opportunity has arisen for an Executive Assistant to work for our thriving charitable organisation during an exciting time of development. As an Executive Assistant you will report directly to and support the organisation’s CEO but will also receive additional support from our Business Manager.

The main purpose of this role is to:

• Provide support to the Chief Executive Officer (CEO) – this includes support with both professional workstreams and personal administration

• Support the governance of People First

• Support the Chair of Trustees and the CEO in ensuring the smooth functioning of the Board of Trustees and related committees to ensure effective governance and relevant support services across the organisation.

We are seeking a candidate who has an excellent understanding of the needs of people and is able to work quickly and efficiently to support the CEO whilst maintaining strict confidentiality.

The candidate must have a full UK driving License and access to heir own transport due to the requirement to travel to different locations across the North-West to support the CEO with meeting administration.

The person

As a prerequisite, the successful candidate must believe in the core values of People First and be driven by our mission., * Support the CEO to monitor, respond and organise their mailbox and diary including the arranging of meetings.

• Support the CEO in the organisation of Executive and Director meetings including the administration of papers and minuting of meetings as required.

• Prepare reports and documents on behalf of the CEO and respond to additional requests for the Executive for support with their workload and administrative duties for example, the authorisation of leave for Directors managed by them.

• Liaise with Executives, PA’s and other high profile external parties on a regular basis, to arrange meetings, and the CEO’s external presence.

• Work with the Directors to produce reports, coordinate tasks and work as requested by the CEO to specified deadlines.

• Assist with special assignments/projects, as needed.

• Create, maintain, and improve systems and processes to streamline operations – this includes implementing systems / processes in different locations.

Governance Administration and Support

• Administer the requirements of the Charity Articles, including the AGM, charity membership and Companies and Charity House Administration.

• Prepare papers for the Board of Trustees and administer the Board meetings, alongside the CEO and Trustees.

• Administer the subcommittees of the People First Board, including the creation of their schedule, booking of meetings, preparation of papers and minute taking.

• Track action items and key issues to closure with a high degree of integrity and accountability

• Participate with the CEO and management team in strategic planning, policy development, and decision-making.

Additional Tasks

• Ad-hoc administration requests from time to time from Directors and Managers.

• Some support to the wider business team, when requested for example to support the People First Conference Centre or other administrative functions.

• Assisting with the organisation of events; lunches, corporate hospitality.

• Editing and proof-reading documentation, PowerPoint presentations, letters etc.

• Project management.

Other duties

• Evening and weekend work may be required.

• The duties outlined above are not intended to be exhaustive and may change as the needs of the organisation alter in line with current agendas. Due to the developing nature of our organization, we require staff to remain highly flexible in their approach, and work to meet the changing needs of the projects.

• Please note that the successful candidate will be required to subscribe to the DBS update service which requires all People First staff to pay an annual subscription fee.

We are seeking a candidate who is highly organised with a focus on attention to detail; someone who is a quick learner, has a ‘can-do’ attitude, has experience in an Executive Assistant / Personal Assistant role and has a flexible approach to working in order to support the changing needs of a growing and thriving organisation.

• Must be highly organised with a keen eye for detail

• Be able to prioritise tasks to meet deadlines

• Be an effective communicator and able to liaise with Trustees, Directors, Managers, staff, members, customers, and key stakeholders

• Be a team player

• Be proactive and able to work in a fast-paced environment, * Good all-round level of education and IT literacy.

• Working knowledge of Microsoft programmes including Excel, Word, PowerPoint, Teams and Outlook.

• At least 2 years’ experience working within an Executive Assistant/PA role.

Skills, knowledge, and experience

• PA experience (preferably at executive/director level)

• Excellent verbal and written communication.

• Ability to build strong working relationships.

• Strong organisational skills with the ability to follow direction, use your own initiative and meet deadlines.

• Experience of working to set objectives/targets.

• Good attention to detail and ability to quality check all work to a high standard.

• Excellent time management skills, and a proven ability to meet deadlines.

• Discreet and able to maintain confidentiality, including working in a sensitive, participative, and ethical manner.

• Knowledge and understanding of the local and national health and care services is advantageous.

• Diary and event management experience

• Minute taking experience

• Positive attitude to a fast-paced working environment where tasks and systems need to be developed and updated on a regular and ongoing basis

• Creative, flexible, and enthusiastic approach

• Ability to partner with management to build a collaborative working environment, and exercising good judgment and professionalism

• Commitment to equality and diversity with capacity to work with a diverse range of people