Executive Assistant Remote
Job description
JOB DESCRIPTION
Job title
Executive Assistant
Reporting to
Director of Strategy
Salary range
£27,000 – 35,000 per annum depending on experience
Location
Working from home. With expectation to travel as required.
Contract
Full time, permanent
Probation period
3 months
Disclosure check required?
(The post involves frequent contact with children and/or access to confidential information about children and families)
No
Message from our Founder
The Care Leaders is an award-winning and fast-growing organisation that is on a mission to do good things, with good people, for good causes – enhancing the lives of children who have social workers.
Our vision is for young people to leave our services in a better place than when they entered. We extend the same opportunity to our staff. While we don't want you to leave us, we certainly aim to provide you with opportunities to grow and develop within your role.
The role of Executive Assistant will involve assisting the organisation in the day-to-day operations of the company. This role will focus on three main areas: assisting the Director of Strategy with the day-to-day tasks of The Care Leaders, providing support for our consultancy projects, and enhancing customer experience.
Assisting the Director of Strategy
The Care Leaders is an exciting, fast-paced, and human-first organisation. In this aspect of your role, you will be required to work closely with me – the Director of Strategy – supporting me with the day-to-day tasks of the company. It is important that you recognise and value the significance of building good relationships, as to work closely with someone you should feel you can build good rapport with them and speak freely. You should be bold enough to share your views, suggest changes if you believe improvements can be made, or identify inefficiencies. You will be hired because you believe in yourself, you are confident, and you demonstrate expertise in the duties of an executive assistant. We want to collaborate with individuals who understand their worth, use their voices, and are unafraid to share their perspectives, expertise, and personalities.
Consultancy Support
We collaborate with clients who are dedicated to improving the lives of children with social workers. Our consultancy offers them support to develop new innovative ideas and services that aim to ensure young people leave the social care system in a better state than when they entered. This aspect of your work is highly exhilarating as each project is distinct. We have been involved in establishing charities that provide housing for care leavers, campaigns to recruit foster carers, and the development of leadership programs for entrepreneurs. In this domain, you will engage in project planning, creating timelines, attending client meetings and workshops, working with clients to help them remain on track with their tasks, and ensuring we do the same. For this, you need to be confident in holding people accountable, exceptionally organised, and open to embracing change. Recognise that we are solution-oriented; we may not have all the answers at the project's inception, but we are trusted to offer solutions and are bold enough to put in the effort to bring them to fruition.
Customer Experience
We are seeking individuals who treat others the way they would like to be treated. The customer experience entails handling all telephone calls, responding to emails, and serving as the initial point of contact for The Care Leaders. Our typical contacts include learners who use our e-learning platform, requests for new consultancy projects, or bookings for keynote speeches or training. We frequently receive messages from individuals who appreciate our work and are interested in collaboration. Each day brings something new. In this aspect of your role, we simply expect you to be kind, communicate pleasantly, and take pleasure in assisting others.
We are a rapidly growing social enterprise and are in search of an ambitious, dedicated, and driven individual with a good heart, an open mind, and a desire for purpose and challenge. We prioritize being human-first, caring about both our employees and the young people we serve. We require you to share the same ethos. You will need to be meticulous in your work, paying attention to detail, and exhibiting passion for your craft. We have a saying: 'If you're going to raise a problem, then provide a solution alongside it.' This is because we value individuals who not only identify problems but also generate solutions. Adaptability is key to success here; as we experience rapid growth, this role demands that you find excitement in change and move with it rather than against it. Be bold in your role and express your thoughts; ours is not an organisation governed solely by hierarchy or one where positions alone are valued. Ours is an organisation that recognises the value of every idea, and we are eager to provide you with a platform to share yours
How to apply?
Please do not send us a CV alone, we would like to hear about you. A cover letter is required with this position.
Your cover letter will tell us:
- Your career ambitions for the next 3 years
- What you would like to gain from your role at The Care Leaders
- Why you would like to work at The Care Leaders
I look forward to meeting you.
We will not accept only CVs.
Luke Rodgers BEM
Main purpose of the role:
This role is a great opportunity for an experienced executive assistant who enjoys working in a fast-paced start-up environment, within a social enterprise that is driven to do good things, with good people for good causes.
The role will focus on:
1. Assisting The Director of Strategy with the day-to-day tasks of The Care Leaders.
2. Supporting the delivery of The Care Leaders’s project administration related to their consultancy projects.
3. Be the first point of contact for The Care Leaders, responsible for dealing with all customer, client and member inquiries.
Main responsibilities:
· Management of administration of consultancy projects, including updating project plans, minuting meetings, diary management.
· Event management for Online Conferencing, using event bright and Microsoft Teams/Zoom.
· Communication with stakeholders, clients and enquiries.
· Sending invoices, making payments and updating spreadsheets.
· Manage project specific budgets, creating a reporting system for staff to send in expenses and update project budgets.
· Updating the project management tool (such as Asana).
· Maintain and further develop good working relationships and effective communication with the organisation’s stakeholders, ensuring that their needs are understood, and appropriate support provided.
· Manage the Director of Strategy’s diary, maintaining a realistic and manageable diary by assessing priority of appointments and reallocation as necessary.
· Manage staff travel arrangements as required.
· Screen enquiries and requests, and deal with them when appropriate, including responding to general enquiries on behalf of the Director of Strategy.
· Assist the Director of Strategy in researching and following up with action on matters which fall within the Director of Strategy’s responsibility – chasing responses, triggering follow-up action etc.
· Produce and/or proofread documents, briefing papers, reports and presentations for the Director of Strategy as required.
· Preliminary drafting of correspondence on the Director of Strategy's behalf;
· Send invoices to clients.
· Demonstrate awareness/understanding of equal opportunities and other people’s behavioural, physical, social and welfare needs.
· Any other duties as may reasonably be required by the Director of Strategy.
PERSON SPECIFICATION
Essential (Experience/Knowledge/Skills):
● Excellent project management skills;
● Must be self-efficient, manage their own time, set deadlines and goals;
● Excellent organisational skills;
● Must have experience with Online project management tool such as Asana;
● Experience of working on cross-functional projects using a variety of project management approaches;
● Experience of working on multiple projects and stakeholders simultaneously;
● Experience of electronic diary management;
● Experience with Eventbrite;
● Experience with Microsoft 365 Admin Centre;
● Experience with online accounting software ‘Xero’ or willing to learn, send out invoices;
● Experience with producing project reports and timelines, forms and surveys in Google forms format;
● Experience organising events, including online events;
● Excellent IT skills, including a working knowledge of software packages, preferably Microsoft Office Word, Excel and PowerPoint; Outlook365, including Teams, Sharepoint, and Onedrive;
● Excellent communication skills (verbal and written);
● Confident communicator;
● Excellent organisational skills and the ability to multitask;
● The ability to be proactive and take the initiative;
● A flexible, pro-active approach to work including the ability to prioritise and re-prioritise;
● Tact and diplomacy;
● Ability to deal with sensitive information with discretion and to maintain confidentiality;
● Ability to organise and plan own work;
● Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts;
● Excellent time management;
● Appropriate level of data protection awareness or willingness to learn.
Desirable (Qualifications/Experience/Knowledge/Skills)
● PRINCE 2 certified or equivalent;
● Familiar with project management platform Asana;
● Familiar with Zoom and Google Meets;
● Familiar with generating project metrics;
● Experience with social media management (e.g. Hootsuite);
● Experience with iWork (Keynote, Pages);
● Experience working on projects in the public sector, in general, and children’s services, in particular.
The Care Leaders is committed to equal opportunities and welcomes applications from all sections of the community and all backgrounds. The Care Leaders encourages applications from candidates with personal experience in foster care.
All applicants are treated equally and selected on the basis of individual merit and ability to meet the requirements of the role.
Job Type: Full-time
Salary: £27,000.00-£35,000.00 per year
Schedule:
- Monday to Friday
Application question(s):
- Have you sent your cover letter and CV to [email protected]? We do not accept applications with CV only. Cover letter needs to explain your motivation to apply for the job and how your experience and skill match the requirements of the job.
Work Location: Remote
Application deadline: 11/09/2023
