£31100 - £36500 Per year
Executive Assistant
Contract,Part-time
Job Description
- Meeting organisation including distribution of papers and minute taking.
- Complex diary management for the Director and other key senior staff.
- Act as Secretariat to the Board of Trustees, Audit Committee and the Executive Committee.
- Duties include arranging the meetings, booking meeting rooms, arranging refreshments, arranging hotel accommodation and dinners, compiling and distributing meeting papers and taking full meeting minutes.
- Provide support to a number of other key Committees including arranging meeting dates, sending calendar invitations monitoring attendance, booking meeting rooms and taking minutes. Providing any other support as required by the Committee Chair.
- Organising key events such as awards presentations, large scale meetings and visits from Government or other VIP’s as required and liaising with other staff.
- Manage the fleet of vehicles. This includes: monitoring usage; ensuring that staff using the vehicles have the appropriate permission and that their driving licences are current and clean; maintaining the list of Institute vehicles for insurance purposes and dealing with any insurance claims following accidents; arranging breakdown cover; arranging servicing, maintenance and repairs as necessary and budgetary management.
- Maintain the Register of Outside Interests including obtaining forms from new members of staff, updating the register as appropriate and completing the annual renewal process.
- Provide any other reasonable administrative support at the Director’s discretion, including providing cover and assistance elsewhere in the administrative team and supporting other senior scientists and staff as required.
- Working with the other administrative staff to provide the necessary support for scientists and corporate services.
- Provide a full and confidential support service to the Director and Chief Operating Officer
Required Knowledge, Skills, and Abilities
- Experience within a similar role at Board level
- Significant experience of organising complex diary requirements
- Experience of organising large scale events
- Fluent English speaker
- Good organisation and time management skills
- Excellent interpersonal and communication skills
- Computer literacy and competence in all applications of MS Office
- Attention to detail, accurate and can work confidentially with discretion
- Be able to solve routine problems and be able to make independent decisions
- Self-motivated and adaptable to change
- Empathy of the life sciences work of the organisation
- Awareness and understanding of the benefits of working in an equal and diverse workplace
Reference no: 93194