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PA to CEO- JLE

  • Location: NW London
  • Sector: Administration
  • Salary: £25,088
SUMMARY:
The JLE is an orthodox Jewish outreach organization based in Golders Green. The aim of the JLE is show the relevance and deeper meaning of Judaism to 21st century Jews and to enable them to make informed life decisions by providing the highest quality educational and social opportunities in a relevant and welcoming environment.
 The Chief Executive Officer’s role is very busy and involves many different areas of the organization including fundraising, strategy, department management, reporting and educational approach.
 This PA role requires a highly organized and capable individual with a professional background. The ability to deal with confidential information and manage diaries, events and contacts is vital. An eye for detail and an understanding of administrative systems and databases is essential
 
 PRINCIPAL ROLES:
  • Personal Assistant duties to  CEO
  • Support the CEO with all tasks as appropriate.
  • Manage the JLE’s educational reporting and database input.
  • Prepare reports and documentation for the CEO as needed.
  • Manage the CEO’s diary and communications as well as central organizational diaries as needed.
 
 SPECIFIC AREAS OF RESPONSIBILITY:
  • Proactively manage the Chief Executive’s busy diary
  • Coordinate internal diaries and meetings with other members of staff and external agencies with high regard for excellent external and internal customer service.
  • Provide a first point of contact for telephone and email enquiries to the Chief Executive and assisting with queries as and when necessary, some of which may be of a sensitive and/or confidential nature.
  • Review and reply to email and postal communications as appropriate.
  • Coordinate weekly and monthly Senior Management Team meetings (and other internal/external meetings) as directed by the Chief Executive including the booking of venues, managing attendance, agendas, key documents, etc.
  • Take and write minutes of meetings as directed by the Chief Executive.
  • Coordinate and manage the Chief Executive's actions, deadlines and responsibilities with regard to minutes, letters, email, Trustee communications and weekly briefings, etc. ensuring that the Chief Executive responds promptly and appropriately.
  • Manage specific projects on behalf of the Chief Executive, often of a complex, sensitive and confidential nature.
  • Assist the Chief Executive in maintaining good internal communications with staff to include emails, newsletters, memos and the coordination of staff meetings and away days as required.
  • Organize events including meetings, lunches and dinners.
  • Organize travel arrangements (train and flight tickets), accommodation and visas.
  • Maintain and update the organisations reporting databases and systems.
  • Prepare reports as needed using database systems.
  • Provide timely administrative support to the Chief Executive in the coordination of internal management procedures including induction & appraisal management.
  • General administration duties such as photocopying and filing and complete expense claim forms on behalf of the Chief Executive.
 PERSON SPEC
  • You will have previous experience of administration in a senior role and show the ability to manage confidential and sensitive information.
  • You will be quick thinking and be able to think out of the box whilst considering professionalism and the ethos/reputation of the transition.
  • You will be professional, courteous and able to communicate appropriately using a range of media including the Microsoft office package.
  • You will have a good knowledge of the Jewish community including its social norms and the cultural values of the orthodox Jewish community.
  • You will be able to manage your own time and diary as well as supporting the management of other diary’s, contacts and schedules.
  • You will have great attention to detail and be a finisher able to fully complete tasks on time and at the correct level.
  • You will be willing to get involved in all aspects of the organisation and will be a positive role model for the organisation.