Personal Assistant to the Executive Principal (CEO) & Office Manager

Main Duties

Manage, coordinate and maintain the Executive Principal’s diary; mangaing their time effectively

Responsible for organising the Executive Principal travel and logistics including hotel accommodation, meeting schedules while travelling and completing expenses

Secretarial support for meetings as and when required by the Executive Principal, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting

Provide support to Academy Principal’s as an when required

Monitor and respond to incoming communications (including complaints) to the Executive Principals office including phone calls and emails ensuring correct department distribution

Production and distribution of confidential and sensitive documents as required by the Executive Principal

Drafting and writing high quality reports and presentations, as required by the Executive Principal

Collation and coordination of Trust publications and documents as required

Arrange and diarise performance appraisals of the Executive Principal’s direct reports and distribute comprehensive minutes and action points post meeting

Communicating important updates and information to Academies / Central Office as required.

Responsibilities

Structure the Trust-wide central calendar of events

Arrange Central Office and Senior leadership events. Work closely with HR and Central Office staff to ensure that office policies and procedures are adhered to

Organising both internal and external events and conferences and attend networking and education led events to grow and enhance the Trusts reputation

Manage cover for the Central Office during holiday periods ensuring appropriate cover at all times

Accountable for the Induction of new Central Office employees; ensuring IT access and equipment is ready, arranging car park passes for Senior staff, and inducting new staff in Trust policies

Work with HR and Central Teams to produce recruitment packs and advertise roles when required

Managing the Central Office health, safety and security:

Ensuring first aider’s training is valid and up to date

Fire wardens in place

Responsible for Fire drill in the office

Office Keys and distribution

Allocation of car park spaces for senior management

Manage the office environment and overseeing general maintenance of the office; with the support of the COO

Manage applicable Central Office budget lines, including office expenses, supplies, stationery, events.

Raising purchase orders and standing orders when required and balance charge card receipts with statements and send to Finance team

Ensuring office lease agreements are in place and renewed, and payment raised in a timely manner with accounts department

Skills

Education:

Educated to a high standard essential

Experience: Recent experience as a Personal Assistant in a similar role desirable

*

Competencies:

Organisational, planning and multi-tasking skills

Communication skills

Information gathering and information monitoring skills

Problem analysis and problem-solving skills

Judgment and decision-making ability

Initiative

Professionalism and confidentiality

Attention to detail and accuracy

Flexibility

Essential Attributes:

A calm character able to prioritise and ensure smooth execution of tasks

Strong written and verbal communication skills

Strong attention to detail and accuracy

Maintain high levels of professionalism in a style commensurate with our values

Well organised with an understanding of priorities and changing demands

Expert user of all Microsoft Office programmes and experience of infographics, photoshop and Adobe design packages etc an advantage

Ability to travel and own car essential