The Role Based in Norwich, Norfolk, the Executive Assistant will be responsible for working closely with the CEO and the Board of Trustees to ensure all governance functions are executed in a timely and effective manner and to ensure the organisation meets and adheres to its governance responsibilities
Key Areas of Responsibility
Provide Executive Assistant support to the CEO and members of the Trustee Board where required including diary and email management as needed
To take responsibility for specific activities as delegated by the Chief Executive
Providing the secretariat to all Trustee Board and sub-committee meetings; preparation and distribution of minutes and papers for trustee and sub-committee meetings.
Organisation of the schedule of trustee and sub-committee meetings throughout the year, including the AGM and away days
Act as a point of contact for trustees, providing information and updates as necessary
Overseeing trustee recruitment and training as necessary
Maintaining the governance framework of policies for trustees, and ensuring that
trustees are able to review, input to and approve policies at the correct time
Ensuring policies and procedures are in place, up-to-date, accurate, communicated and meet relevant regulations
Maintain the risk register in response to feedback from the Leadership Team and
prepare updated risk register and report for the Board of Trustees
Managing processes such as, but not limited to, compliments and complaints, in line with policy and procedure
Providing administrative support when required for office cover
All Norfolk Citizens Advice post holders are responsible for:
Working to the policies of Norfolk Citizens Advice, including promotion of equality, diversity and inclusion principles within all aspects of their work
Complying with Health and Safety Regulations
Person Specification
The person appointed to this post would normally be expected to meet the following:
Experience and Qualifications
Experience in providing Executive Assistant support at CEO/senior management level
Experience in managing governance processes with non-executive / trustee boards
Office management experience
Project management experience
Skills and Knowledge
Excellent communicator both verbally and in writing to a range of stakeholders
Highly effective time management, prioritisation and planning skills
Problem-solving skills – able to think creatively and solve problems smartly
Able to handle confidential and sensitive information with discretion
Confident user of Microsoft Office 365 programmes
Knowledge of the charity sector
Attributes
Friendly and approachable
Good at forming productive working relationships with people across the organisation
Self-motivated and able to work independently on your initiative
Keen to make improvements where opportunities exist
Essential Requirements
Regularly working from our Norwich office
From time-to-time to work flexible hours to:
provide minute-taking for meetings (may run past 6 pm on a bi-monthly basis)
assist on occasional events such as the AGM