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Principal Responsibilities

• Arranging Board of Directors and management meetings (including client meetings) and minuting where required
• Day-to-day management of the Chief Executive’s diary and meeting schedule and liaison with the Chair’s diary
• Liaising with clients and philanthropists at a high-level on behalf of the Chair and Chief Executive
• Setting up Business Planning meetings and coordinating all meetings in support of team efficiency; working with the Chief Executive and Head of Business Planning to ensure the team meets business planning targets · Liaising across major client contracts to ensure efficiency of delivery,
• Providing direct support for the Senior Management team as required, particularly in meeting business planning targets
• Maintaining all HR records, staff contracts, appraisal and training records
• Supporting the Chair and Chief Executive to prepare information for presentations, media interviews etc
• Updating the CEO on key organisational issues when he is out of the office

Client management

• Preparing client project proposals and other new business proposals
• Undertaking client work as required to meet the needs of the business
• Preparing and managing client contracts/agreements
• Supporting Heads of Department in coordinating pipeline and work-flow
• Developing effective systems with the CEO and Head of Business Planning to ensure the smooth operations of the business
• Proactively managing all client project management systems and evaluation
• Taking a coordinating overview of all office systems to ensure their effective running and development.

Business monitoring

• Administration of the on-line time-recording and invoicing system (1C)
• Being a key point of contact with Surya Group accounts and auditors to provide information required
• Undertaking ad hoc analyses of billable and non-billable time records
• Maintaining contingency fee records
• Preparing weekly and monthly business billing updates in conjunction with the Head of Business Development (NB in conjunction with admin support)
• Preparing draft client invoices (NB in conjunction with admin support)
• Credit control: monitoring unpaid invoices and initial client contact (NB in conjunction with admin support)

Staff management

• Scheduling regular personal review, appraisal and mentoring meetings
• Co-ordination of employees’ payroll administration data for outsourced accountancy provider
• Maintenance of employee holiday and sick leave records
• Co-ordination of updates of the Staff Handbook and other policies
• Developing the team training function and holding records of staff development
• Undertaking key HR duties, including drafting of employment contracts in liaison with the Head of Business Unit.

Business planning and project management

• Supporting the Chief Executive and Head of Business Planning with all management meetings in relation to Business Plan development
• Undertaking key streams of work in relation to Business Plan development
• Undertaking project management work as required by the business General office support
• Representing Surya regarding office management and facilities provision
• Liaising with landlord on matters concerning building maintenance, facilities and utilities
• Co-ordinating the filing and update of business documentation held in hardcopy and electronically (on ‘the cloud’)
• Co-ordinating submission of expense claims and recording of supplier invoices
• Managing office stationery and supplies
• Liaising with other service providers, including IT as required Person Specification – Senior Executive

Knowledge, Skills and Experience Required

• Experience of working at Executive Assistant level with senior management and senior level clients, preferably at Board level
• Ability to manage complex and highly confidential information
• Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
• IT literate with some experience of working in a team in a small charity or company
• Numerate with the ability to present and analyse data
• Knowledge of advanced MS office applications, including Word, Excel and Outlook
• Excellent social skills, able to operate with diplomacy, tact and empathy
• A high degree of personal organisation and self-management
• Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice;
• Ability to think proactively and laterally to maximise opportunities to promote the work of the organisation
• A strong interest in the work of charities and/or social enterprises