Job Detail

Job Description

Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day-to-day affairs and the most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate, especially in the Director’s absence. 

• Main responsibilities Manage Director’s electronic diary, assessing the priority of appointments and reallocation as necessary.
• Manage Director’s travel arrangements (including visas/accommodation).
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Director’s office systems, including data management and filing. •
• Maintain records of the Director’s contacts. • Screen calls inquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, and triggering follow-up action.
• Produce documents, briefing papers, reports, and presentations for the Director.
• Organise meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings, and meeting papers
• Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers. • Assist/support Director,
• Development Manager & Communications Manager in arranging funding partners and other events.
• Meet and greet visitors at all levels of seniority.
• Supervise all Trust incoming/outgoing mail. • Any other duties as may reasonably be required by the Director.

Skills Required

• Coordination
• Management
• Record keeping
• Arrangements
• Personal assistant
• executive assistant