Executive Assistant

Our client is a non-profit organisation operating in Portsmouth, Hampshire. They are seeking a friendly and organised Executive Assistant to join and support their team.

This role will support a key central team within the organisation, helping to fulfil their vision and implementing their strategy of rejuvenation.

Our client is looking for an individual with who can come and bring efficient and cheerful administrative organisation and support to the Director, overseeing this specific part of the organisation and beyond into the wider team.

Role Responsibilities:

• Provide administrative services.
• Organise diary, meetings, emails and other correspondence; to reply to correspondence and telephone messages on the behalf of the Director.
• To provide administrative services for the Director and the wider team:
  • Arranging meetings, assisting with the preparation of papers, taking and producing minutes and writing up notes as required.
  • Participating in the planning and implementation of the team’s work programme.
  • The booking, publicity and organising of training events, including making practical arrangements for conferences and training courses and providing support for the team during training events
  • To ensure the provision of hospitality for visitors
• Establish and maintain appropriate databases for training.
• The oversight and completion of administration for readers and other licensed lay ministries including preparation of new licenses, relicensing, DBS checking and safeguarding administration.
• Maintaining the list of contacts and associated administrative paperwork, safeguarding checks and database.

Person Specification:

• Qualifications required:
  • Recognised qualification (or demonstrable competence) in IT skills, including managing emails, word-processing, producing publicity materials, spreadsheet creation and editing, PowerPoint presentations, and database creation and management
• Key skills:
  • Ability to work on own initiative in the design and delivery of administrative procedures.
  • Ability to manage and prioritise administrative work and maintain financial records.
  • Ability to work confidentially within a complex and sensitive framework of relationships.
  • Ability to be flexible and work under pressure.
  • Ability to publicise and organise training conferences and events, and to assist with support during events
• Teamwork:
  • Ability and commitment to work flexibly, cheerfully and collaboratively with colleagues.
  • Ability to take responsibility for the organisation of administration and hospitality.
• Other Factors:
  • Ability to respect confidentiality and discretion where required.
  • Willingness to travel to occasional off-site meetings and training events, and to be flexible with working days to support training

Hours: Part time, 2-3 days per week.

Salary: £26,000-£30,000 (FTE), dependant on experience.

Location: Office based in Portsmouth. Role involves some travel to occasional off-site meetings and training events.

Benefits: Pension scheme; up to 25 days holiday (dependant on weekly hours).