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Job description

Job Title

Executive Assistant

Job Role & Purpose

To provide a strictly private and confidential role to the Chief Executive Officer (CEO) and Director of School improvement (DSI) by managing and supporting their workload, undertaking high-level communication and administrative tasks for and on behalf of the CEO, DSI, BEP and the Board, handling of corporate documents, as well as servicing (clerking) key strategic groups.

Reporting to

Director of School improvement

Key duties & responsibilities.

CEO & DSI

· To maintain and provide a support service for the CEO & DSI daily schedules, including forward planning of their workload, diary management and co-ordinating and collating all relevant paperwork.

· To set appointments and meetings for the CEO & DSI as requested including external meetings, staff appraisal meetings and team meetings.

· To act as first point of contact for CEO & DSI, which includes diary management, during their periods of annual leave.

· To liaise effectively with internal divisions/departments and external organisations on behalf of the CEO & DSI.

· To proactively manage and advise the CEO & DSI of impending work deadlines for both internal and external commitments, e.g. reports, presentations, conferences, projects.

· To manage BEP projects, proposals, bids, etc, on behalf of the CEO & DSI, as required.

BEP

· To manage an organisational framework by implementing staff meetings etc, over an annual calendar.

· To manage and service meetings, including preparation of meeting papers, obtaining and preparing briefing materials and presentations, and taking minutes when requested/where necessary.

· Respond and advise efficiently on all electronic or verbal enquiries, using own initiative.

· To ensure appropriate systems and processes are developed and maintained to support effective and efficient day to day running of the office.

· To ensure the smooth flow of information around facilities, including action monitoring to achieve deadlines and project milestones.

· To plan and implement hospitality arrangements as directed, including provision of hospitality for visitors.

· To develop, maintain and review administration systems to achieve maximum efficiency.

· To professionally represent the organisation at sector networking events.

· To ensure the effective management and update of relevant databases.

· To assist the Assistant Director of School Improvement in the line management of the Project Support Worker for the School Improvement Team

· To support and coordinate the Project Support Worker in the delivery of the school improvement contract and wider school improvement team objectives

Board

· To undertake Company Secretary responsibilities which include the following:

o To facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also, by arranging refreshments, seating and taking minutes if required to do so.

o To respond to Board member and other stakeholder queries in a timely and professional manner, both orally and in writing.

o To compile Board papers and ensure they are sent in good time for meetings.

o To circulate reports, minutes and agendas for Board and Sub-committee meetings.

o To liaise with the Chairman and other Board Members on various matters as required.

o To manage and prepare corporate documents to ensure compliance. These include company House, FCA and Charity Commission returns.

o Maintain accurate personal information and governance documentation for all Trustees.

o Monitor changes in relevant legislation and the regulatory environment and taking appropriate action where necessary.

Other duties

The post holder may be required to support other projects as required by the organisation and to undertake any other duty as required by the organisation, commensurate with pay grade, skills and experience.

To work with BEP colleagues to:

- Develop a shared knowledge of BEP projects and products and create opportunities for mutually beneficial linkages between them.

- Provide mutual support to the development, marketing and delivery of all BEP projects and projects.

Qualification & Experience

· Proven track record of working as an EA supporting senior executives. Minimum 4 years desirable or acceptable qualification ie level 2 Certificate in Business Support or Level 3 diploma in business Administration.

Key skills & Knowledge

· Proficiency in Microsoft Office

· Strong organisational, analytical and interpersonal skills

· Strong written and verbal communication skills

· Self-motivated to learn new concepts and participate or lead in new projects

· The ability to work under extreme pressure and deadlines

· Flexibility in working hours

· Strong knowledge of all clerical activities including at corporate level

· Thorough attention to details

· Commit to working proactively to support both the team and project output.

· To be amiable, professional and approachable at all times.

Job Types: Permanent, Full-time

Salary: £30,000.00-£37,000.00 per year

Benefits:

• Bereavement leave
• Casual dress
• Company events
• Employee mentoring programme
• Enhanced maternity leave
• Health & wellbeing programme
• Sick pay
• Work from home

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Birmingham: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• Do you have any related qualifications such as a level 2 Certificate in Business Support or Level 3 diploma in business Administration?

Experience:

• working as an EA supporting senior executives: 4 years (preferred)

Work Location: In person

Application deadline: 09/10/2023
Reference ID: EA2023