Executive Assistant to Chairman and Board of Trustees
This is a permanent, part time position working 21 hours per week, the role will be based at RBLI’s Head Office in Aylesford, Kent
Salary: £17,027.03 per annum
Main Purpose of Job:
To provide high quality, timely efficient, and effective secretarial and executive support to the Chairman and Board of Trustees.
You will administrate our governance arrangements to ensure the smooth running of the Board of Trustees and its committees to strengthen our governance.
As Executive Assistant (EA) to the Chairman and Board of Trustees you will be required to attain a broad understanding of all aspects of our work and will collaborate with senior staff within the Senior Management Team (SMT), volunteers, and external stakeholders.
Overview of the Role & Team:
You will join the Executive team, working in the Chief Executive's Office. The team supports the Chief Executive, Chair and the Board of Trustees who set the direction for the whole organisation and the Senior Management team (SMT) who are accountable for delivery of operations against that direction.
You should have previous experience of working at a senior level, and knowledge of legislation and regulations on governance relating to Charities/Not for Profit organisations and the ability to work autonomously and with your own initiative.
You will have the ability to pro-actively manage arrangements, resolve issues and manage multiple priorities.
This is a new post, and would suit someone who can bring their considerable experience to the job to develop the function fully and embed it into the charity and governance structures.
- Manage Chairman’s diary, booking meetings, planning events, organising travel and preparing travel itineraries, correspondence and prioritising emails.
- Establish excellent working relationship with the Chairman and Members of the Board of Trustees, the SMT and EAs in verbal, written, and electronic correspondence
- Keep the Board up to date on all PR, new publications and other significant changes within RBLI.
- To complete research / analysis, to include the production of reports and briefing materials.
- To provide administrative support in the delivery of assignments and initiatives
- Create meeting(s) timelines, prepare and distribute meeting notification, correspondence, agenda and materials, as well as subsequent updates or changes in a timely and accurate manner
- Plan, with relevant EAs, the timings of Committees and submission of relevant actions/recommendations into Board submissions.
- Prepare and co-ordinate communications for all Board events in a timely and accurate manner
- Plan, execute and attend a minimum of 4 board meetings and the AGM, Governance Committee Meetings.
- Record written minutes of the meetings and prepare them for review and approval. Keep track of action items and discussions that require follow up.
- Maintain up to date paper and electronic records including Board packs, approved Board and Committee minutes, new Board and Committee member documents and annual Board changes.
- Create and maintain board minutes, books and archive materials
- Undertake the management and co-ordination of specific projects as instructed on an ad-hoc basis
- Provide key executive assistance support with regard to all functional specific specialist activity.
- Undertake any other reasonable task as requested by the Executive Group
- Provide support to the Executive Assistant – Executive Group in their absence or at times of peak activity.
- Act as an ambassador for the organisation in all internal and external activities at all times.
- Support the Chairman, Trustees, CE and Finance Director on all Board and Governance matters
- Manage and coordinate all statutory returns and submissions such as safeguarding returns, significant incident returns.
- Maintain Board records and governing documentation.
- Support the Governance review to be run late 2019 into 2020.
- Support the Chairman on Trustee recruitment and induction.
- Manage and action all CE and Board level complaints.
- Prepare and set up electronic presentations such as Powerpoint.
- Work with Board to introduce a new electronic Board papers system by the end of 2020.
- Fully IT literate including Microsoft Office (specifically Outlook/ Word/Excel and Powerpoint)
- High attention to detail.
- Have a high degree of accuracy and speed.
- Willingness to adapt to new challenges and find solutions to problems
- Good analytical and quantitative skills.
- Ability to take in and process large amounts of information
- Ability to use own initiative to make informed judgements with limited supervision and guidance.
- Highly effective organisational and time management skills.
- Ability to manage senior relations and conflicting interests
- A strong team player as duties will be varied and challenging. You must be self-motivated, enthusiastic and able to work independently on own initiative with the ability to effectively organise your own workload and to high standards.
- Capable of working under pressure and delivering to deadlines.
- Excellent communication skills, verbal and written with ability to work with a wide range of people
- A willingness and positive ‘can do’ attitude towards flexibility and adaptability in work
- Tactful and diplomatic
- Ability to handle confidential and sensitive material and to act with discretion at all times
Skills and Experience Required:
- Educated to Degree level or equivalent
- Minimum of 5 years experience providing secretarial and administrative support to Senior Executives.
- Experience of administrative support at Board / Senior Management / Governing Body level.
- Sound understanding and experience of supporting compliance with corporate Governance within commercial and charity sectors
- IT literate – fully proficient in Microsoft Office, including Word, Outlook, PowerPoint and Excel.
- Executive Assistant Diploma Level 3
- Experience working in a charity or not for profit environment, specifically Armed Forces and/or Disability related
- Prince2 Project Management
- Knowledge of Legislation and regulations on governance relating to Charities/Not for Profit organisations
RBLI offer 25 days holiday per annum pro rata, a Group Flexible Retirement Plan and Life Assurance.
If you wish to be considered for the above role, forward your CV and covering letter including a supporting statement to firstname.lastname@example.org.
* RBLI reserves the right to remove a vacancy at any time prior to the published closing date.
RBLI is an equal opportunities employer.