Executive Assistant

About the role

Main job purpose

To support the CEO in their delivery of the 5-year strategic plan for Crown Agents. Provide an effective secretarial and administrative support to the Chair, Chief Executive or Executive team members by proactively anticipating needs, grasping opportunities, and contributing to new ideas that lead to the improvement of the quality of the outputs. We are accepting applications from a wide range of sectors, not just from the International Development arena, however you must be able to demonstrate you are passionate about the humanitarian and life-saving work that we do. We are looking for an individual with a positive, hardworking and “can do” mindset

Main responsibilities

Secretarial

• Ability to quickly pick up tasks and find solutions
• Ability to manage appointments strategically. Often including a number of busy diaries so need to think creatively and “out of the box” when booking meetings
• Provide full secretarial support including, drafting correspondence, maintenance of electronic filing systems minute taking and accurate use of English

Travel and Itineraries

• Arrange travel and accommodation for the CEO, Organise meetings, agendas and itineraries including multi-country visits and planning and budgeting.
• Arrange and plan travel for the Board and Executive Team.

Administration

• Prepare agendas and ensure relevant papers are complete and distributed prior to meetings
• Manage the board meetings (monthly), audit and risk committee meetings (quarterly), charity board meetings (quarterly) including agenda setting, paper collation and logistics as well as a number of other internal meetings, taking notes minutes and action points
• Follow-up action points with Directors and staff

• Check and process authorisations required from the CEO

• Support other members of the exec team in ad hoc requests such as events, meeting support, projects as well as regular diary management

• Manage the CEO’s and Executive Team’s expenses including checking and approving line reports expenses.

• Manage and run the “all-staff meetings”, collating the agenda and ensuring they run smoothly

Events

Work with the Operations Manager, ensure that events are well-thought out, organised and executed to a high standard

Line Management

• Manage the Operations Manager to ensure the smooth running of the office Executive Team support: support other members of the exec team in ad hoc requests such as events, meeting support, projects as well as regular diary management

General

• Be aware of and adhere to company quality standards and procedures in accordance with Crown Agents’ commitment to working to the highest quality standards and striving for continual improvement

Safeguarding

• Be aware of and compliant with all the standards following Safeguarding procedures and policies. Promote Crown Agents’ speak up culture in order to protect the welfare of children, young people and vulnerable adults

About you

Qualification

• Degree level or equivalent working experience

Experience

• Experience of working in a fast-paced environment that demands excellent problem solving skills.
• Proven track record of secretarial experience at Director Level.
• Knowledge of CA’s International business would be an advantage but not essential.
• A positive attitude and ability to work hard

About us

Board Services provides secretarial and administrative support to the Chief Executive of Crown Agents, and to other board members and Executive Team members as required