THE INSTITUTE FOR OPTIMUM NUTRITION
EXECUTIVE ASSISTANT JOB DESCRIPTION
Job Title Responsible to
Executive Assistant Principal/ CEO £24,504 - £27,588 (depending on experience)
Salary
Main objectives of the post
To provide personal assistance and administrative support to the CEO and act as the CEO’s first point of contact with people from both inside and outside the Institution. To be responsible for the administrative conduct and maintenance of the CEO’s office and assist the CEO manage their workload and organise their day. To liaise with Board of Governors and the Strategic Management, and other external organisations and individuals, in order to deliver a high quality and efficient service for the management of these requirements across all of the Institution’s activities and sites.
Main Duties: Key Responsibilities:
• To provide a full range of administrative support to the CEO that ensures their work is handled efficiently at all times, including those times when the CEO has external engagements and is away from the office. To be responsible for producing documents, briefing papers, reports and presentations to support the role and the CEO in their executive decision making. To maintain effective and close contact with the CEO in order that they can act as a spokesperson on their behalf and make decisions and delegate work to others on occasions when the CEO is absent from the office. To proactively manage, monitor and make appropriate interventions to maintain and improve the quality of communication dealing with incoming email, voicemails, faxes and post corresponding on behalf of the CEO and the CEO’s office. To proactively manage relationships with individuals and organisations on behalf of the CEO, maintaining relevant databases of contacts and information and act as the first point of contact for visitors and callers to the CEO’s office, providing a meet and greet service at all levels of seniority. Deal quickly and effectively with all enquiries and requests handling them directly when appropriate and directing routine matters for responses from other staff and functional areas and monitor their actions. To proactively organise and maintain diaries and make appointments for the CEO and where appropriate other Senior Managers, prioritising commitments to achieve an effective and efficient service for the conduct of the office and the Institution. To undertake secretarial and administrative office functions to include attending meetings, taking dictation, producing minutes, and liaising with clients and internal and external staff. To organise (venue bookings, preparation of papers and slides/presentations and their timely circulation to attendees) and attend meetings and ensure that the CEO is well prepared for such meetings. Arrange business travel and, where necessary accommodation for the CEO when attending off-site meetings. Occasionally it may be necessary to travel with the CEO to take notes and to provide general assistance during these meetings and presentations. Maintain effective internal and external links with professional or regulatory groups on behalf of the CEO.
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THE INSTITUTE FOR OPTIMUM NUTRITION
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To undertake other specific and/or related tasks and administrative roles and duties requested and assigned from time to time by the CEO or the Board of Governors.
Person Specification:
Essential • Degree level with ideally a background in education/ Nutritional Therapy • Substantial relevant experience and success in similar work in administration at a high level in a complex environment and of similar tasks evidenced by successful achievements. • Excellent IT skills and advanced user of databases, report generators, Microsoft Office applications (Word, Excel, PowerPoint, Access) and related software. • Able to independently organise activities (schedules, diaries, attendances, meeting arrangement etc.) • Able to efficiently and systematically organise and store office data and use records appropriately. • Ability to prioritise a conflicting workload and multi-task • Ability to work under pressure and meet deadlines. • Able to proactively and collaboratively work with other individuals and teams, including external bodies to achieve outcomes. • Communicates sensitively and effectively with others to influence successful delivery of the CEO’s objectives. • Operate and maintain confidentiality with respect to data including personal data and also with respect to collection and analysis of the same. • Able to clearly and effectively communicate requirements, processes and findings verbally and in letters, written publications and reports. • Ability to use own initiative and suggest and implement practical and effective solutions including acting on behalf of the CEO with respect to these same solutions. • Able to take minutes at complex meetings. • Ability to develop good relationships and networking skills. • Ability to demonstrate excellent attention to detail, record keeping skills, interpersonal skills, anticipation and planning and customer service skills.
Desirable: • Flexibility in terms of working hours as the post holder may need to attend weekend functions as required. • Knowledge of voluntary sector processes and regulations. • Friendly and professional approach. • Possess a good sense of humour • Willingness to grow and learn (for which training will be given)
ION operates an equal opportunities policy and no terminology in this job description is intended to discriminate on the grounds of age, race or gender.