Job Description
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