Description
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Senior Personal Assistant to the CEO
Our client is looking for temporary cover for this position. It is covering a vacancy that will be recruited for so the temporary position could be for between 1 to 3 months approximately but this depends on the recruitment for the permanent role. There is a possibility that the temporary person could apply for the permanent job if suited to this position and the permanent position will be based on a Salary of between £28,000 up to £32,500 pa depending on experience.
The college is a vibrant, not-for-profit, higher education institution based in a beautiful location in Central London with an international outlook and ambitious plans for the future.
Our client is looking for a proactive and highly-organised senior personal assistant to the CEO. This is a busy and demanding role requiring previous experience of providing support to and working with a chief executive, preferably in a similar organisation.
As well as having exceptional organisational, secretarial, and communication skills, you will act as the 'right hand' of the CEO, dealing with queries, quality assuring drafts, and prioritising demands on his time. Attention to detail is paramount, as are strong MS Office skills, and the ability to work diplomatically and credibly with other senior stakeholders.
Job Purpose
The Senior Personal Assistant supports the CEO to ensure that he can operate effectively and efficiently at all times to fulfill his role. As well as providing high-level administrative support, the Senior PA acts as 'gatekeeper' to the CEO and therefore must clearly understand the goals, values, and needs of both the College and the CEO.
Job Purpose Main Responsibilities
1.Acting as the first point of contact for the CEO with staff, Trustees, Students, Alumni, Visitors, the Media and external contacts, advising and prioritising incoming requests and information as appropriate to ensure the CEO's time is used most effectively.
2.Working as an active member of the Directorate support team and to provide proactive assistance to other team members to balance workload and to ensure that all Directorate business is completed effectively, efficiently and on time.
3.Managing the CEO's diary to ensure that the correct time is allocated to meetings and tasks in line with agreed priorities and to ensure that the CEO has sufficient time for planning and associated management and strategic activities and writing.
4.Collaborating with other members of the Directorate support team to arrange/coordinate meetings and prepare/collate relevant papers/information to ensure the Directorate is well briefed prior to meetings. Where appropriate attend all relevant meetings with/or on behalf of Directorate and the co-ordination of such meetings. Taking clear concise minutes and transcribing them into the appropriate College standard from these meetings, providing drafts to the CEO with three working days and circulating minutes and agendas in timely fashion. Circulating minutes to the relevant members of the Senior Management Team and prepare for publication on the intranet. Following up on actions to then update the Directorate.
(url removed)anising the CEO's travel within London, the UK, Europe and Internationally to ensure that sufficient time is allocated to travel and that the most appropriate transportation is given in relation to the demands of each trip at the most cost effective rate.
6.Working with the CEO to develop prioritised agendas for meetings of executive and strategic meetings of which he is the chair with the exception of Senate, Senate Committee or Trustee related committees.
7.Acting as the interface between the CEO, Directorate, Trustees, other staff, students and external organisations in a multicultural environment.
8.Assisting the CEO with communications to staff and students including announcements, the CEO Blog and the intranet (including the posting of relevant minutes).
9.Where possible, managing necessary communications with outside contacts including the production of letters, adaptation of eMail or such other media as may be appropriate.
(url removed)anising functions such as lunches, dinners, receptions and ad hoc events and to assist the CEO in hosting guests at these events both by acting as a liaison with catering and conferencing and by welcoming and assisting guests.
11.Filtering the CEO's incoming eMail and hard copy mail and rejecting or redirecting mail that should be considered elsewhere.
12.Maintaining electronic and hard copy files in an agreed, logical, structure and at all times maintain the required levels of confidentiality.
13.Such other tasks as, from time to time, the CEO may require to be carried out.
PERSON SPECIFICATION
Education to degree level or equivalent, Secretarial qualifications,
Additional language qualifications/skills desirable but not essential
Previous experience working at a senior PA level (Chairman/CEO/Director)
Extensive experience of preparing agendas, papers and taking/transcribing minutes.
Experience working in a similar role in a higher education institution is desirable
Advanced IT, secretarial administrative skills and familiarity with IT systems and particularly with Microsoft packages including: Outlook, Word Excel and PowerPoint (essential),
High level of literacy and writing ability with a strong knowledge of spelling, grammar and style.
Ability to transcribe from audio recordings - Desirable
Ability to maintain budget monitoring.
High level of organisational ability and attention to detail with a precise and accurate working style.
Experience in diary management and meetings organisation.
Proactive and independent self-starter, able to work unsupervised and on own initiative.
Good time management skills.
Ability to speak and translate second or more additional key business languages (is desirable but not essential)
Please apply, and suitable candidates will be contacted.
Spring Personnel Ltd is acting as an Employment Business in relation to this vacancy.
Spring Group plc is an Equal Opportunities employer; we welcome applicants from all backgrounds.
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