Executive Assistant

Vickers Neal Recruitment Solutions Ltd

EXECUTIVE ASSISTANT Vickers Neal Recruitment Solutions Ltd are currently working with Circles Network based at their beautiful offices Rugby, Warwickshire.

Circles Network is a UK wide voluntary organisation based in Warwickshire, renowned for building inclusive communities on the foundations of justice, advocacy, empowerment and friendships.

We currently have an exciting opportunity for an experienced Executive Assistant to work on a full-time basis. (37.5 hours per week)

Purpose of the role:

To manage a small team of administrators and ensure professional provision of appropriate administrative support, promotion and essential communication is available throughout the organisation.

Liaise daily with the Chief Executive, ensuring a constant flow of communication.

Provide personal and secretarial assistance to the Chief Executive, including diary management, travel arrangements, meeting co-ordination, and external correspondence.

Respond to calls and e-mails as appropriate.

Researching and drafting replies for the Chief Executive’s approval and signature.

Assisting the Chief Executive in collecting, collating and presenting a variety of information, including drafting reports and presentations of power point displays.

Preparing information, both verbal and written, for external or internal meetings.

Undertake cover or support for other colleagues during times of exceptional pressure and absence as required by the Chief Executive.

Supporting the Chief Executive in liaising with senior staff or Trustees, including; acting as a first point of contact for progress and status reporting, information and confidential matters.

Arranging supervision, Board and senior manager meeting schedules. Service meetings, as required, through the production and distribution of relevant documentation and through production of high-quality minutes or notes.

Prepare Board reports and packs and distribute ahead of meetings.

Liaise with HR department and legal advisors as required.

Maintain the master copy file of policies and the policy log, ensuring that all staff have access to them.

Work with the senior management team to ensure that all colleagues have had training in the essential policies and procedures.

Gather information on all training received.

Use a training log to identify when certificates expire and alert senior management with enough notice to arrange retraining if necessary.

Gather information on all fundraising activity, log and create reports for the trustees and senior management team.

Keep a log of Weekly Planning and Achievement documents for all staff and alert senior management if these are not submitted regularly.

Offer appropriate hospitality to visitors, Trustees, staff and volunteers.

Set up and/or maintain effective filing systems, mainly electronic, making use of cross-referencing and indexing and ensuring any data can be located quickly.

Ensure effective administrative support is provided for all staff, including the Directors and project team, actively contributing as a team member.

Collaborate with the Finance team to ensure that best value for money is always obtained.

Ensure website information is up to date Gather news items from across the charity and post on the Circles Network website, Twitter, Facebook and LinkedIn, once approved.

Proof- read tender, grant and report documents for the senior management team.

Support event management processes for both internal events and those for external delegates.

We are looking for an excellent all-rounder with strong experience in an administration post and a strong grasp of the operational duties required within a charity organisation.
Strong MS office skills are essential!

It is essential that the individual has a real passion for the work that Circles Network do and would urge you to research the business prior to sending your CV and covering letter.

Should you wish to discuss this opportunity further please do not hesitate to contact Emily Neal on the contact details below.

All applications MUST include a tailored covering letter which outlines desired remuneration details.

Upon application your CV will be submitted to Circles Network and Vickers Neal ONLY- We DO NOT share your details with third parties.

To apply for this job email your details to eneal@vickersnealrecruitment.co.uk.