Executive Assistant to Eikon s Chief Executive

Transcription

1 Job Description Executive Assistant to Eikon s Chief Executive About Eikon: Eikon is a Surrey based charity that has been working in the local community for almost two decades, providing long-term support to some of the county s most vulnerable young people and their families. Over recent years the charity has grown significantly and last year we supported young people through programmes in secondary schools, youth centres and in targeted communities. Our aim is to continue this expansion to ensure that more young people are able to access high quality support when challenges emerge. Eikon s vision is to develop happy, thriving and resilient young adults who are able to contribute positively to society. Approach: Eikon delivers a variety of programmes that confront social issues facing young people today. We believe strongly in early intervention - helping young people overcome issues before they become significant problems; building a fence at the top of the cliff rather than operating an ambulance at the bottom. We have learned that young people most at risk need a more personalised and sustained support than is available through other services, often over many years. Eikon is all about young people and we have worked with almost 3,000 young people this year. Young people tell us about the support, encouragement and guidance they received, which helped transform their lives; schools tell us that our involvement with young people has a positive impact on their attitudes and behaviour, which leads to increased attainment; and our funders and partners across the county tell us Eikon can be relied upon to deliver quality. The common objective across all our work with young people is that young people experience someone who believes in them and instils confidence and hope, which gives them the strength and motivation to achieve their goals. Eikon s aims and objectives To inspire greater self-confidence, aspiration, and resilience To enable young people to make positive, independent decisions when faced with difficult challenges in their lives To help young people become positive citizens in their community To dramatically reduce the need for subsequent intervention, and costly remedial action later in life.

2 JOB TITLE: HOURS: CONTRACT: SALARY: RESPONSIBLE TO: HOLIDAY ENTITLEMENT: PENSION: Executive Assistant to Eikon s CEO Full-time Permanent Competitive to reflect the qualifications and experience of the successful candidate Chief Executive 25 days annual holiday excluding bank holidays Eikon s Company Pension Plan JOB PURPOSE: The Executive Assistant (EA) is being recruited to help the CEO achieve his goals for the organisation. By providing general administrative support they will filter and manage the issues that can cause the CEO to be reactive instead of the leader who proactively sets the organisation s agenda. The EA will need to possess managerial and operational skills. They are expected to have considerable problem solving and decision-making skills and the ability to handling projects on their own. He/she will be expected to work strategically & communicate diplomatically, both verbally and in writing, with senior leaders from both the business and public sectors. The ability to anticipate the needs of the CEO and the Senior Leadership Team and take initiative is crucial. The EA will attend meetings when required and have an extensive knowledge of key issues within the organisation. They will take notes at meetings with key players and ensure follow up is undertaken swiftly. The CEO will trust that the organisation will be represented well and work will be handled efficiently in their absence. The job will be based at Eikon s HQ on Fullbrook School, although the role includes traveling with the CEO to some meetings mostly within Surrey.

3 KEY TASKS Work for the CEO Assisting the CEO with general communications to Eikon s Trustees including the general administration and preparation for Board meetings Managing the CEO s diary in accordance with established priorities Booking and arranging travel, meetings and meeting venues, conference calls, and assisting with CEO personal administration Screening phone calls, enquiries and requests; filtering and forwarding to appropriate personnel and handling others when appropriate Screening incoming , faxes and post, often corresponding on behalf of the CEO Assisting the CEO with general communications to Senior Leadership Team (SLT) and wider Eikon employees, volunteers and supporters Preparing written communications and other documentation as required by CEO Producing documents, briefing papers, reports and presentations Assisting CEO in preparing for and managing meetings and events related to work with Eikon or partner organisations Meeting and greeting visitors at all levels of seniority Recording & submitting expenses Producing minutes and notes of external meetings and ensuring follow up is undertaken Carrying out background research and presenting findings Work for the Senior Leadership Team Coordinating meetings Preparing the documentation Taking minutes Assisting with general communications between SLT members Recording & submitting expenses

4 Knowledge, Experience & Skills Experience of working in administration Educated to GCSE/equivalent level as a minimum. A post-secondary education in a relevant topic such as business administration is desirable Good interpersonal skills with the ability to communicate effectively throughout all levels of the organisation High degree of proficiency with Microsoft Office including advanced skills in Outlook, Powerpoint, Word and Excel Strong verbal and written communications skills Experience of creating accurate minutes for board level meetings Proactive approach with strong planning, implementation and multi-tasking skills, ability to work to deadlines and manage conflicting priorities Comfortable reacting to urgent and unexpected demands and juggling priorities accordingly A strong eye for detail and an understanding of what makes for good design Proven team player with a can-do, collaborative approach High levels of integrity, confidentiality and good judgement Calm demeanour and capable of working well under pressure Ability to manage own workloads with minimal supervision but with judgement to establish and monitor priorities and seek guidance where required Must have a full UK drivers licence and own transport with the flexibility to be able to travel across Surrey and further afield when necessary. RESOURCES The Executive Assistant will have access to: Line managerial and supervision support ICT a laptop computer with standard Microsoft packages

5 KEY RELATIONSHIPS Internal: CEO, Board of Trustees, SLT members (Head of Youth Work, Head of Fundraising and Communications, Head of Operations, Head of Finance) External: Major donors and supporters, business leaders, politicians, charity patrons/ambassadors. The closing date for applications is 19th January The initial shortlisting will be on 20 th January and interviews will be held on 26 th January For more information and application form please or