Executive Assistant to the Chief Executive Officer
Employer: Kids Matter
Location: Remote (based in England, Scotland & Wales with occasional travel required)
Temporary: 12-month Fixed Contract
Working hours: 21 hours per week (3 days)
Salary: £17,400 – £19,200 depending on experience (£29,000 – £32,000 FTE)
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Overall purpose
The purpose of the Executive Assistant role is to support the Chief Executive Officer in achieving their strategic goals through delivering excellent administrative operations.
Key responsibilities
Chief Executive Officer (CEO) Support
Coordinate and maintain CEO diary including organising all appointments, meetings, travel arrangements etc.
Support and work with CEO to maximise their productivity and effectiveness through scheduling and managing activities
Identify, anticipate and prepare CEO information requirements for meetings, appointments and presentations, following up internal and external requests for information
Provide logistical support for all meetings, arranging suitable meeting premises and organising all travel and bookings
Ensure all CEO’s organisational contacts are kept up to date on Kids Matter’s CRM system
Track and record key details around CEO’s speaking engagements
Provide IT assistance where required to CEO
Provide any additional support relating to CEO for example Chief Operating Officer (COO) support to include Senior Leadership Team
Senior Leadership Team (SLT) Administration
Where required, provide executive diary and email support to the COO
Manage all administration processes relating to the SLT, including all meetings and managing bookings of external venues for in person meetings
Book annual SLT retreat and SLT learning slots, liaising with external providers
Fundraising
Attend fundraising meetings, supporting the wider fundraising strategy
Support the CEO and the Fundraising Team with major donor management, including keeping contacts and actions updated, researching prospective donors, communicating with existing donors, coordinating thank you cards and gifts, and tracking secured donations.
Assist the CEO with management of key multi-year grant manager relationships, including comms and events
Liaise with the Communications Team to plan and schedule the CEO’s supporter engagement communications
Oversee the planning and execution of Kids Matters major donor events throughout the year
Governance Support
Provide executive support to the Board of Trustees who meet quarterly
Work closely with the Chair of the Board to ensure that Board agenda is put together in a timely fashion
Collate all board papers; liaising with various teams and individuals to ensure all papers are submitted on time
Circulate Board papers to trustee’s one week before the Board meeting
Attend board meetings and produce minutes
Track action log and ensure that trustees are completing their assigned actions
Oversee trustee recruitment and induction processes, including formal updates to the Charity Commission website.
Co-ordinate trustee reviews and annual check in meetings with the Chair/Vice Chair
Provide administrative support to trustees, including IT support, processing any expenses, and anything else
Wider team involvement
Contribute towards staff prayers and, on occasion, lead ‘Thought for the Day’.
Provide additional support to other teams when appropriate.
Engage with team-wide meetings and trainings.
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