Executive Assistant to the Board of Directors/CEO

Executive Assistant to the Board of Directors/CEO You will provide professional and comprehensive administrative and secretarial support to the Board of Directors (Trustees), Chief Executive Officer (CEO), and Executive Management Team (EMT), while managing and overseeing the Business Support Team Leader, ensuring efficient processes, and contributing to overall business planning and performance.

Prior experience as a Personal / Executive Assistant is a necessity for this position, supporting at a senior level within a charitable organisation would be highly beneficial.

Main duties of the job To provide a professionaland comprehensive administrative and secretarial support to the Board ofDirectors (Trustees), Chief Executive Officer (CEO) and Executive ManagementTeam (EMT).

Manage and oversee theBusiness Support Team Leader, ensuring efficient processes, and contributing tooverall business planning and performance. Improvement of business functions,managing resources, and acting as a liaison between different teams anddepartments across the organisation.

Ensure good qualityinformation flows between Trustees, Executive Management Team and the widercharity, acting as a point of contact for the Board of Directors, and ensuringthat a formal schedule of matters for Directors decisions is maintained.

Facilitate seamless andproductive communication across key stakeholders, to support the effectivedelivery of the organisations goals and objectives.

Provide support to the CEO, EMT and Board of Directors fordiary management, arranging and co-ordinating meetings and events, organisingvenues and resources as required.

Directly line manage the Business Support TeamLeader, including supervision, performance management and professionaldevelopment.

To advise on the annual calendar of the Trusts Boardmeetings and tasks and maintain appropriate records.

Responsible for the organisation and co-ordination of Boardand Sub-committee meetings in conjunction with the Chair of the Board and theChairs of the Committees.

Liaise with the Chair, Directors, CEO and EMT to scheduleany other meetings and events as required, some of which may be critical andurgent.

Work with the Chair to develop Board meeting agendas, andmake arrangements for presentations and internal/external speakers.

Liaise with the CEO and EMT regarding preparation formeetings, and conduct meeting follow up. This includes preparing meetingagendas, collating and distributing meeting minutes, reports and other papersin good time for Board and other meetings. Following up on any agreed actionpoints with those responsible and informing the Chair of progress. Send papers toDirectors by post and email if requested.

Provide efficient secretarial assistance for meetings, suchas sending meeting invites and virtual log-ins, managing room bookings andarranging refreshments. Assisting Directors with travel arrangements and thepayment of expenses when required.

Attend meetings as required (some of which may be out ofhours) and take accurate and professional minutes of Board meetings, sub-groupsand any ad-hoc meetings and maintain a record of attendance and apologies.

Support the EMT with tasks including system administration(including software and telephones), and provide training, guidance and updatesas required.

Responsible for monitoring and responding to incoming emailsfrom the MHCT plus others that may be relevant, forwarding emailsto the appropriate recipient(s) within the Trust. General administration of

Using a customer centred approach, provide a comprehensiveadministrative support service to internal projects, staff members, externalstakeholders and service users.

Provide full telephone support within the wider officeensuring that anyone contacting the Trust are dealt with empathetically,professionally and with respect.

Preparation and issue of all written communications, emailsand letters on behalf of the CEO, Board of Directors and EMT, maintainingrecords of all correspondence as appropriate and filtering incomingcommunications/correspondence as necessary.

Ensure copies of statutory policies and other documentsapproved by the Board are recorded, reviewed and published as agreed and as pergovernance requirements and internal processes.

Take minutes and produce them accurately within specifieddeadlines, this will include attending Directors meetings, sub-committees andaccompanying the EMT to various meetings, some of which may be outside officehours.

To be fully conversant with the Memorandum and Articles ofAssociation for the Charity and the Terms of Reference of its Committees and toadvise the Directors on matters of governance and procedure in this respect.

Ensure the Trust Board is properly constituted, maintaincopies of current terms of reference and members of committees/working partiesand that meetings are quorate and all disclosure/conflict of interest.

Support the Executive Team to ensure official and legalrecords are up to date, for example Charity Commission and Company Houserecords.

Maintain a record of signed minutes of meetings and ensurecopies are sent to relevant parties upon direction from the CEO/Chair and arepublished as agreed at meetings.

Maintain membership records of each individual Directorsterm of office and attendance and alert the Chair in advance of any impendingDirector (Trustee) vacancies and non-attendance at meetings.

Support the Chair, CEO and HR, in the recruitment processfor Board Directors (Trustees) as required and to contribute to the inductionof newly appointed Directors.

Establish and monitor the appraisal and performance reviewcycle for the Directors Board.

Support to senior managers with production of reports,letters, emails and other communications and carrying out any otheradministrative tasks including photocopying, faxing, emailing, scanning,laminating and binding.

Ensure the Bid Register is kept updated and liaise withother team members and stakeholders as required, ensuring organisation filesand documents are kept updated.

Provide support with bids and tenders: such as setting upbid folders, this may include downloading documents, submitting clarificationquestions and checking on responses and communication via portal) completingthe due diligence sections, support with overseeing the contract &sub-contract document collections and overseeing completion of the information required.

Maintain governance documents, files, contact details,activity data as required throughout the organisation.

To set up, develop and maintain appropriate filling systems,both hard copy and electronically.

Work within boundaries of confidentiality appropriate tosensitive and confidential information and manage information effectively inaccordance with legal requirements.

Book, and prepare meeting rooms including ensuring requiredequipment and resources are available and set-up for use, for exampleprojectors/screens, flipcharts.

Provide meet and greet and hospitality to visitors attendingmeetings with the Directors and/or EMT.

Participate in own personal development by undertakingtraining specific to the job role.

Assist in any project work as required.

Maintain and support the ISMS information management systemfor information security, access and to co-ordinate and support with internalannual audits including preparation and resulting actions.

To carry out any other duties as reasonably required.

Person Specification Communication

• Excellent verbal and written communication skills with the ability to communicate at all levels, verbally, face to face, by telephone and in writing.
• Effective interpersonal skills and be able to communicate on a variety of levels with colleagues, Directors and professionals from other external organisations developing good working relationships.
• Demonstrate tact, diplomacy and an ability to operate with a high degree of flexibility and adaptability and in strict confidence.

Personal Qualities

• A pleasant approachable manner with a mature professional approach to working.
• A willingness to adopt a flexible approach to work, the post holder may occasionally be required to work outside of normal working hours.
• The quality to work on own initiative; prioritise a varied work programme whilst being under pressure.
• Complete confidentially and integrity for the material and information that exposed during the day-to-day role.

Qualifications

• GCSE or equivalent English and Maths grade C or above.
• Private Secretaries Certificate or Diploma / NVQ Level 2 or 3 in Business Administration or previous PA experience.

Knowledge and Skills

• A sound knowledge of confidentially and data protection, the post holder will be required to handle private and confidential and sensitive information and will be required to maintain confidentially with regard to all work and information, particularly that provided by EMT and Trustee Board.
• Ability to work unsupervised at times and autonomously using own initiative managing own time effectively and prioritising own workload.
• An innovative approach, utilising technology solutions to perform administrative tasks efficiently and effectively.
• Conversant in the use of the full MS Office suite including PowerPoint and Excel
• Good level of organisational skills.
• Knowledge of Trust Board procedures and legislative requirements

Other requirements

• Able to work at times convenient to the Trust Board, including evening meetings click apply for full job details