Personal Assistant - Maternity Cover (9-12 months) - £30k pro rata - London

Location
London (North), London (Greater)
Salary
£30k pro rata
Posted
09 Sep 2016
Closes
07 Oct 2016
Ref
IS115
Marketing Disciplines
Strategy
Industry Sector
Events / Conferences
Contract Type
Contract
Work Experience Level
Assistant / Graduate
Agency-side or Client-side
Agency Side
Job Role
Other

Please note - the start date for this role will be in the last week of October.

 

Our client is the new Jewish Community Centre whose vision is to be at the heart of a vibrant, unified and diverse community, inspired by and engaged in Jewish arts, culture, learning and life. Since opening their doors to the public in October 2013 they have welcomed over 200,000 visitors per year to their state of the art Centre. An exciting opportunity is now available for a highly personable and extremely well organized individual to join the team on a temporary basis (approx. 9 months) to support the CEO and COO, to ensure the most efficient use of their time in a busy and challenging environment. This is a key role, supporting the work at the most senior level.

You will report directly to the Chief Executive Officer (CEO). You will also report to the Chief Operating Officer (COO) in relation to support that you will provide to him. You will be required to:

•   Support the CEO in the achievement of his strategic objectives

•   Support the CEO in his daily management and supervision of the senior leadership team

•   Support the CEO in his interaction with external contacts and clients, including email and diary management

• Support the effective operation of the Board of Trustees of the company Trust and the company Trading

•   Be responsible for the smooth running of the office administration

•   Provide administrative and secretarial support (including diary management) to the Chief Operating Officer

You will have access to highly confidential information, requiring absolute discretion at all times. You will have the ability to organize and priorities tasks and manage complex delegated projects.

You will organize and anticipate strategic and operational activities critical to the business plan and participate in the CEO and COO’s fulfilment of their objectives within it.

You will be responsible for supporting all aspects of the CEO’s work including communications, appointments and the diary, travel and accommodation as required in addition to managing dates, producing agendas, minutes and all key paperwork for meetings.

You will deal with a range of external stakeholders including key partners, supporters, and trustees

You will ensure that in assisting the CEO to make his/her office accessible to all that you prioritise requests and where possible deal with them yourself. You will be responsible for ensuring that the office of the CEO is perceived as operating effectively and efficiently in matters that impact on internal and external communities and the fulfilment of their needs.

 

How can this candidate expect to spend their day?

1.   PA Responsibilities

  • Provide comprehensive administration duties in support of the CEO and COO.
  • Monitor, prioritise and respond to CEO communications, correspondence and emails.
  • Arrange the CEO’s involvement in all corporate activities that warrant his/her input.
  • Arrange travel, accommodation, meetings and conference calls for the CEO and COO as necessary.
  • Day to day planning and organisation of the CEO’s diary in order to maximise his/her time.
  • Set up meetings and appointments, organising appropriate hospitality for visitors for CEO and Chief
  • Operating Officer
  • Act as a conduit for communication with the trustees and other lay committees/boards.
  • Service the company Trust and Trading Boards including the production and distribution of agendas, reports, minutes and key papers.
  • Set up and arrange all the board meetings, liaise with all board members to get dates in the diary
  • that work for all, for all ongoing boards (Trust & Trading & any others)
  • Collate and distribute weekly board update emails from Senior Leadership Team.
  • Take action notes or minutes at Board other meetings as directed by the CEO, and type up and circulate efficiently.
  • Ad-hoc events management/support for specific events requested by CEO.
  • Write drafts for letter correspondence for CEO.
  • Undertake general office administrative duties to include: maintaining effective filing systems, taking messages, photocopying, ordering stationery and other office supplies, ensuring that the
  • photocopier is properly maintained, managing petty cash and any other tasks which will contribute to the effective running of the office.

 

2.   HR Admin Support to COO

  • Maintain accurate HR records for new starters and leavers and all HR documents.
  • Maintain and update staff leave, sickness and absence records.
  • Supporting Senior Leadership Team in recruitment campaigns, including liaising with HR and temp agencies; first point of contact for applicants; managing the flow of applications; administrative support for application and interview processes etc.
  • Set up induction period for new staff, including liaising with all key personnel to ensure induction
  • meetings; liaising with IT company to ensure relevant IT and Phones set up appropriately; liaising with Security; adding to payroll etc.
  • Set up and arrange all contracts and forms needed for all new starters and leavers including sending
  • these to Payroll and adding onto SAGE HR
  • Collate all information for any starters, leavers and changes in pay and edit the payroll on a monthly basis within the deadline given, to ensure monthly payroll run by COO/Finance team is accurate and on time.

 

3.   General

  • Answer the phone and transfer calls to other members of the company team, and take messages in their absence when needed.
  • Set up and maintain integrated electronic and paper based filing systems where relevant.
  • Work collaboratively with other areas of and individual professional staff, volunteers and lay
  • Leadership across the organisation to achieve overall strategic objectives.
  • Any other duties appropriate to the post as requested by a member of the Senior Leadership Team.
  • Protect and enhance the reputation of our client, presenting the organisation in an appropriate and professional manner to stakeholders.
  • Any other duties appropriate to the post as requested by a member of the Senior Leadership Team.

 

Required skills & personality:

All staff must wholeheartedly buy into our client’s mission, vision, values and guiding principles.

Essential Skills and Experience

  • Minimum 5 years’ relevant experience of working successfully in support of – including demonstrable understanding of the requirements and implications of working with - a CEO/COO (or equivalent senior level professional).
  • Excellent administration and very good secretarial skills, including accurate minute-taking.
  • Excellent written and verbal English communication and numeracy skills, including telephone manner.
  • Demonstrable understanding of the need for confidentiality, and experience of working successfully in a role that has demanded confidentiality.
  • Ability to deal with sensitive information discreetly, and to act with tact, discretion and diplomacy at all times.
  • A confident and friendly manner with staff and public and a professional/smart appearance.
  • Ability to priorities, work calmly under pressure with multiple demands and in a changing environment, and meet tight deadlines.
  • Motivated, highly organised, with initiative and good time management skills.
  • Interacts confidently and builds relationships with a wide range of outside contacts at all levels.
  • Extremely thorough – with meticulous attention to detail and strong organizational skills.
  • Professional manner – efficient and effective.
  • Outgoing, friendly and willing to pitch in and help others within the team.
  • Flexibility with a pro-active and creative approach to problem solving.
  • Solid, appropriate level of IT skills, including using Word, Excel, PowerPoint, SharePoint, internet, Outlook and databases (experience with Artifax and/or Tessitura software is a bonus, though not essential).
  • An enthusiasm, understanding and experience of ‘customer service’ techniques.
  • Strong team work and communication skills with a positive attitude and obvious drive.

Desirable

  • Knowledge and experience of using SAGE HR and Payroll software
  • Experience working in an administrative support, secretarial or PA position in a Jewish community organisation.
  • Good understanding of key British-Jewish organisations, senior leaders and community “VIPs”.
  • Experience of successful community centres – having been an active, involved member, instructor/teacher, and/or staff member.

Personal Qualities

We are looking for someone who:

  • Is articulate, charismatic and dynamic.
  • Can demonstrate the ability to exercise appropriate compassion and assertiveness when situations demand.
  • Has a proactive and flexible approach to work, including a willingness to work outside their regular hours when needed – e.g. in the evenings, weekends and Bank Holidays - as required. NB, to serve the needs of a community Centre that operates 15 hours per day for 6-7 days per week, all the staff may be required to work outside their ‘normal’ working hours at times.
  • Has passion, drive, commitment and integrity.

Qualifications

Preference will be given to those with relevant qualifications.

Apply for Personal Assistant - Maternity Cover (9-12 months) - £30k pro rata - London

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