Job Title: Executive Assistant (EA) to CEO and Chairman

JOB DESCRIPTION

Job Title: Executive Assistant (EA) to CEO and Chairman Responsible to: Chief Executive Directorate: Secretariat Number of job holders: 1 Last updated: May 17

Job Purpose This critical role assists the Chief Executive and Chairman to maximise the effectiveness of their time by providing information and support as required. This includes ensuring Trustee and senior management meetings are run efficiently, managing correspondence and acting as gatekeeper and conduit for information between the trustee board and executive staff. Dimensions The post holder is responsible for their own workload and that generated by the Chief Executive and Chairman, and any other work generated by the board of Trustees. Main accountabilities of the post 1. Draft, collate and circulate agenda for all Council and SLT meetings ensuring all information is received in the relevant format in advance of the meetings as appropriate. 2. Act as liaison between the Chief Executive Office and staff and volunteers ensuring colleagues have access as appropriate. 3. Act as the first point of contact between the Chair, CEO and trustees and external individuals and agencies, including meeting and greeting visitors at all levels of seniority, providing a welcome reception to Blind Veterans UK. 4. Keep up to date with internal and external matters that may impact on the Charity or be of interest to the Chair or Chief Executive and brief them accordingly. 5. Manage all incoming correspondence and telephone calls for the Chief Executive, Chair and trustees, intelligently and confidentially. Draft responses on their behalf, redirect or forward as appropriate. 6. Attend Council and SLT meetings as record keeper and ensure notes are recorded accurately and circulated within 48 hours of the meetings. 7. Manage Trustee and SLT events including AGM, Senior Management away days, seasonal meals, General Staff Meetings, Staff BBQ’s and other special events. 8. In liaison with other PA forward plan the Chair and Chief Executive diary plans anticipating events they may wish to attend in advance to ensure the most effective use of their time. 9. Act as the Trustees principal focus and conscience within the executive team ensuring that their information needs are understood and fully addressed.

Additional Responsibilities 1. Attend in-house and relevant external training courses, as agreed with the Chief Executive. 2. Practice and comply with all Blind Veterans UK current policies. 3. Undertake any reasonable tasks from time to time at the Chief Executive or Chairman’s request, as may be deemed appropriate within the scope of the post

of 3 Work Context The role is primarily office based at Harcourt Street but with frequent travel to other Blind Veterans UK sites and other external sites.

Communications Internal Regular communication with SLT and Operational Leadership Team (OLT) on behalf of the CEO and Chairman to ensure the effective management of the organisation. Regular communication with individuals and groups at all levels across the organisation both for the purposes of the post holder and on behalf of the CEO and Chairman.

External Regular communication with Trustees, Governors, Members and Beneficiaries.

Regular communication with the COBSEO Chairman and Secretary to help the CEO fulfil his role as the Vice Chairman.

Regular communications with other Organisation in which the CEO is involved – eg World Veterans Federation, London Lieutenancy and others.

Communicates with members of the public on a regular basis as first point of contact for the CEO and Chairman

Principal Challenges 1. The responsibility of having the complete trust and confidence of the CEO, Chairman and trustees 2. The requirement to have an up to date knowledge of events, individuals and roles both inside and outside the organisation.

of 3 Person Specification

Essential Desirable

Knowledge  High level of computer literacy, advanced  Knowledge of causes and impact of knowledge of Microsoft Office. vision impairment.  Good understanding of governance.  Good understanding of charity governance.  Protocol surrounding corresponding with senior executives, high net worth individuals and royalty Skills  Excellent communication and interpersonal  Ability to distil large quantity of skills information into succinct briefing papers.  Ability to prioritise own workload and work  Internal and external research and on own initiative analysis  Ability to work under pressure to meet  deadlines  Confident, succinct and accurate minute taker  Ability to manage multiple projects simultaneously.  Ability to develop positive relationships with colleagues  Ability to influence senior executives to achieve agreed deadlines  Ability to distil large amounts of information and present in summary format Qualifications  Good level of general education.  Degree level Qualification in a relevant  discipline or equivalent vocational experience  Experience supporting a charity board Experience  Demonstrable experience of working as a  Experience managing Chief Executive PA at Director level inbox  Preparation of documents, briefing papers,  Event management reports and presentations at Board level  Keeping up to date with internal and  Succinct, accurate minute taking external events and briefing where appropriate Personal  Active team player qualities  Highly flexible approach  Attention to detail  Confidentiality, fidelity and diplomacy  Outgoing, professional manner  Anticipates needs  Self motivated and proactive  Well presented and confident to act on behalf of Chief Executive  Creative thinker  Organised and methodical

This job description is a guide to the work you will be required to undertake. It may be changed from time to time to meet changing circumstances. It does not form part of your Contract of Employment.