PA to CEO – Seed

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PA to CEO – Seed

Contract Type

Permanent

Hours

Part time

Location

Edgware

Sector

Administration

Salary

DOE

Closing date

26th July 2024

Hours: 20hrs per week

This person will serve a critical role in the organisation by assisting the Chief Executive with scheduling, organisation and administrative tasks. This role will include preparation of board materials; reviewing, prioritising and responding to emails; answering and returning phone calls; organising documents; maintaining records; taking notes at meetings and any other administrative tasks that help the Chief Executive perform their job.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CEO’s needs. The role interacts with a broad range of individuals including members of the Senior Management Team, Board of Trustees, Donors, Office, and Educator Team. To perform this job successfully, the individual is expected to handle sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

Primary Duties and Responsibilities

• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. 

• Serve as a liaison between the CEO, organisation staff and the public. This includes screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.

• Provide coordination, monitoring, and communication of projects and programmes.

• Handle printing, mail/overnight packages, copying, filing, and email/messages.

• Compose and prepare letters relating to routine correspondence for the CEO’s signature.

• Schedule departmental and trustee board meetings; assist in the preparation and distribution of agendas and materials. Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

• Transcribe source material, prepare documents and educational tools, reports, tables and charts; distribute as appropriate.

• Prepare, reconcile, and submit expense reports.

• Maintain electronic filing systems.

• Uploading videos and content to YouTube and other platforms.

• Provide technical support including management of Excel spreadsheets, mail merge, power point presentations.

• Solve simple IT problems including laptop, Wi-Fi connectivity, printer issues, or understand and sort problems with the correct suppliers as required,

• Other additional and/or alternative duties as assigned from time to time, including supporting other programmes as needed.

Person Specification 

The ideal candidate is a tenacious, detail-oriented self-starter with a resourceful, can-do attitude. They should be a team player, comfortable interacting with a diverse range of people, and thrive in a fast-paced environment. A strong belief in the cause of kiruv and the ability to handle sensitive information with discretion are essential.

Key Skills and Attributes

▪ Previous PA experience is essential.

Excellent Writing, Editing, and Proofreading: Effective communication skills with the ability to produce high-quality written content.

▪ Organisational and Time-Management: Exceptional ability to manage multiple tasks and prioritise effectively.

▪ Attention to Detail: Keen eye for detail, ensuring accuracy in all tasks.

▪ Familiarity with the Jewish Charity Sector: Understanding of the unique activities and requirements of the sector.

▪ Proficiency in Computer Software: Strong knowledge of Microsoft Office Suite and other relevant software

For more information and to be personally recommended for the role, please contact yb@theworkavenue.org.uk

Code: J-02

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