Executive Assistant Truro, England
Job description
Please note: This role will be based at ShelterBox HQ in Truro, Cornwall
Position type: Full time, permanent (37.5 hours per week) - flexible hours considered
Responsible to: Chief Executive Officer
Direct reports: No Direct Reports
Location: ShelterBox HQ, Truro, Cornwall.
Role purpose:
This is an exciting opportunity to join a friendly and vibrant organisation. The Executive Assistant will be involved in the day-to-day running of all administrative aspects of a busy CEO office, including coordinating complex scheduling and calendar management. As well as content and flow of information to all stakeholders and orchestrating meeting agendas and documents.
This will involve managing a busy and varied workload to support the CEO, Executive team, and Board of Trustees. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. You will also be in regular contact with our international affiliates, assisting in connecting them to our senior team and signposting to information as and when needed.
Who are we looking for?
We are looking for a proactive and enthusiastic individual to work closely with our CEO, Board of Trustees and Executive Team to provide excellent administrative support. You will be responsible for assisting with their time management and dealing with all CEO office tasks.
The ideal candidate will be a great communicator and a real people person who is comfortable with meeting and greeting visitors at all levels of seniority. You must have a keen eye for detail, be able to manage multiple tasks at the same time and be able to accurately follow procedures.
As part of a growing organisation, we are looking for someone with an interest in the humanitarian sector and in supporting the CEO's office. You will be part of ensuring the organisation's goals and objectives are accomplished through effective assistance to our CEO, Executives and Board.
Duties will include but not be limited to:
- Provide support to the CEO and Executive Team including managing diaries, arranging regular and ad hoc meetings and ensuring meeting papers or briefings are available, as appropriate.
- Ensure seamless communications with Executives and Board members to support effective relationship-building.
- Act as the first point of contact with external audiences, appropriately managing access to the CEO and the Executive Team. This will include receiving, providing and handling complex and sensitive information and communicating this appropriately with a range of internal and external stakeholders.
- Screening phone calls, enquiries and requests, and handling them when appropriate.
- Organise travel arrangements for CEO, Executive and Board members as required.
- Supporting the organisation's monthly global staff meetings.
- Preparing and formatting reports for the CEO, Executive Team and Board of Trustees.
- Research and prepare information to support documents and presentations as directed by the CEO.
- Organising off-site functions as required e.g. Board meetings and away days.
- Compile and distribute agendas for the quarterly Board meetings and other ad hoc meetings as required.
- Take minutes of Board and Sub-Committee meetings, finalise in liaison with relevant Chairs and distribute amongst the Board and Executive teams.
- Liaising with the CEO, Board Chair and Sub-Committee Chairs as appropriate, compile and distribute agenda and papers for Board and Sub-Committee meetings.
- Producing regular internal communications.
- To assist with organisational projects as required.
Other responsibilities
- Any other duties as required which are deemed appropriate to the level and grade of the post.
