CEO Personal Assistant

Briefly,

Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of his day to day affairs, and most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence

Main Responsibilities

• Manage Director’s electronic diary, assessing priority of appointments/tasks and reallocation as necessary.
• Manage Director’s travel arrangements (including visas/accommodation).
• HR support (ie appraisal process management, annual leave, sickness, assisting with escalated HR issues such as grievance and disciplinary matters, SMT training, recruitment)
• Research and information gathering
• Managing archiving and storage process
• Managing stationery orders and expenditure
• Project management of tender and review processes, in consultation with relevant Director/s
• Organization-wide central point of contact for the CEO
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director.
• Maintain Director’s office systems, including data management and filing.
• Maintain records of Director’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for meetings led by the director, including production/distribution of agenda and papers.
• Supervise all Trust incoming/outgoing mail.
• Any other duties as may reasonably be required by the Director.