PA to the Chief Executive

PA to the Chief Executive

Introduction from the Chief Executive Tim Wainwright Dear candidate, My name is Tim and I joined WaterAid UK last May as the Chief Executive, taking over from Dame Barbara Frost. I love working here, and the cause is incredibly important clean water, decent toilets and good hygiene are so fundamental to human life, yet far too many people billions in fact still lack these most basic human rights. WaterAid does amazing work to address this in some of the world s poorest countries. I am looking for an exceptional PA to support me in my role leading this organisation, coordinating my work with our team of directors and our Board of Trustees. The successful applicant will report directly to me, and we will be in daily contact. He or she will deal with internal and external enquiries on my behalf, often while I am out and about representing WaterAid at external meetings or events. In short, this person will seamlessly ensure that I am maximising my impact on our work, coordinating complex diaries and dealing with internal and external queries as necessary. Obviously that requires someone with outstanding organisational and administrative skills. But just as important will be personal qualities they would need to be unflappable, efficient, adaptable, able to work with others as part of the wider WaterAid team and to juggle competing priorities in a fast paced environment. It goes without saying that passion and commitment to our cause are also vital. If you think this could be you, please apply. It will be hard sometimes, but it will also be fun and rewarding, with the support of exceptional colleagues around you. I really look forward to welcoming and working with my new PA. With very best wishes, Tim Wainwright 2

PA to the Chief Executive Place of work: Contract type: Grade 5 Salary Manages: Reports to: Budget responsibility: 47-49 Durham Street, Vauxhall, London SE11 5JD Full time (office based), permanent 32,000-38,000 per annum, subject to skills and experience offered Supervises occasional volunteers Chief Executive Manages expense claims for the Chief Executive Job Purpose The Chief Executive is responsible for leading, representing and managing WaterAid in the UK and is accountable to the UK Board of Trustees that governs the organisation. The Chief Executive is also the Company Secretary, and is assisted by the Assistant Company Secretary, who reports to the Director of Finance and IT. The purpose of this role is to provide a highly proactive and professional support to the Chief Executive, both on an administrative and external facing basis, to maximise her/his capacity to lead WaterAid effectively. The role requires diplomacy and tact ensuring that all stakeholders and contacts are treated in a courteous, professional manner. The post holder will act as the central and knowledgeable point of contact for the Chief Executive s office, promoting a professional image of WaterAid at all times. Key Accountabilities Proactively manage the Chief Executive s diary, including forward planning of workload, diary management and UK and international travel arrangements. Understand the Chief Executive s working style and priorities in order to facilitate this and represent her/him effectively. Be familiar with key corporate decisions, strategies and policies in order to understand the Chief Executive s priorities and support and advise on work prioritisation. Manage and co-ordinate senior meetings (eg Board, Committee, Directors team and 1-2-1 meetings), including managing and administering the logistics of both face to face and virtual meetings effectively. Minute formal meetings as required and track follow up actions. 3

Manage and oversee the logistics for UK and international travel. Research requirements to ensure value for money, safe and efficient travel arrangements are in place. Monitor, read, draft and manage emails and correspondence, identifying priorities for the Chief Executive s attention. Pro-actively follow up to ensure all have been responded to in a timely manner. Facilitate the preparation of and/or prepare high quality materials including PowerPoint presentations and written briefings as required. Printing and preparing papers for meetings. Maintain effective filing systems ensuring archive material is safe and can be retrieved in line with Data Protection Regulations. With the Assistant Company Secretary, support the Chief Executive as Company Secretary including managing liaison with Trustees and providing support to meetings of the Board of Trustees and its committees. Perform research or undertake small projects as required. Provide administrative support to Crisis Management Teams as required. Monitor and administer the Chief Executive s budget and process invoices and expenses. Support the Chief Executive with recruitment administration and logistics, and induction processes that are overseen by the Chief Executive. Work as part of a wider team of PAs and Administrators across the organisation, ensuring mutual support and good communication between teams. Provide support to other Directors, Executives and other senior staff as required. Ensure support and/or cover for a Director s PA as appropriate, for example during key busy periods or absences. Maintain a high level of confidentiality, discretion, diplomacy and professional integrity in dealing with sensitive matters relating to members of staff and WaterAid s work. Undertake any other reasonable and appropriate duties commensurate with the grade. 4

Person Specification Essential 1. Proven successful track record of being a senior administrator or PA to a Director / Chief Executive in a complex organisation, including exceptional diary management and organisational skills. 2. Commitment to WaterAid s values and a working style that reflects these. 3. Proactively organised and motivated by the desire to support others to be effective and efficient in their work. 4. Positive, outgoing, helpful disposition. Confidence, resilience and adaptability. 5. Excellent and diplomatic interpersonal and communication skills (written and verbal), including across geographical and cultural boundaries. 6. Digitally literate with excellent IT skills, particularly for setting up virtual meetings and effectively using Microsoft Office tools such as Outlook, Word, PowerPoint and Excel. 7. Demonstrable skills in travel itinerary and diary management of multiple events (both nationally and internationally). 8. A flexible and pro-active approach to work including the ability to identify and manage multiple and constantly changing priorities in a fast paced environment. Proven ability to negotiate and navigate deadlines and priorities. 9. Integrity and the ability to act with discretion and respect confidentiality. 10. Ability to work calmly under pressure and drive tasks through to completion, whilst maintaining a high standard. 11. Ability to assimilate large quantities of written and verbal communication quickly and produce accurate, timely minutes. 12. A team player, able to work in a collaborative way. 13. An appreciation of the country contexts in which WaterAid works, and an interest in international development. 14. Numerical accuracy and experience of managing and processing invoices and expenses. 15. Commitment to personal learning and development. 5