Executive Assistant Part Time
SF Recruitment are looking for an Executive Assistant for a Charity based in Coventry on a part time basis - 25 hours a week flexible on hours worked
Job Function:
The Executive Assistant role provides support across the different business functions and to different levels of management.
The Executive Assistant provides support to executives and non-executives within the business on a wide range of activities. He/she needs to be able to demonstrate a good level of business knowledge to be able to collaborate with internal stakeholders on a range of requirements; from supporting senior management and compliance, to meetings and personnel matters.
The Executive Assistant is accountable to the CEO, but can also act on the direction of and on behalf of the CEO for any arising business matters.
Duties:
HR Process Admin:
The Executive Assistant will support line managers with onboarding and offboarding of staff, by providing a HR administrative function where needed that is in line with the agreed process.
Ensure that probation paperwork is completed and filed in line with the agreed process.
Support line managers with administrative aspects of day-to-day people management, and ensure that documents are filed correctly on the HR system.
Administrative ownership of the employee benefits online portal.
Administrative ownership of the HR system
Primary point of contact between line managers and the company's outsourced HR advice service.
Work with the HR Manager on any HR issues or matters arising.
Health and Safety Representative:
The Executive Assistant will hold, or will be in training for, the relevant health and safety qualifications to ensure that the business operates as a safe environment for all staff, contractors and visitors.
Maintain a log of all health and safety tasks, ensuring they have descriptions of what is required, an assigned owner within the business, and a due date.
Oversee the design and implementation of health and safety policies. These policies include but are not limited to: health and safety at work, building risk assessment, fire risk assessment and evacuation plan, first aid, pandemic safety.
Ensure that the business complies with any government legislation or guidance on safe working during a pandemic. The Executive Assistant will also be a point of contact for Public Health England in the event that an outbreak of a virus on the premises. In times of a pandemic, the Executive Assistant will be responsible for ensuring regular meetings to discuss hygiene measures being implemented within the business, and will be responsible for communicating any guidance from the company to staff.
Non-Exec Board Support:
The Executive Assistant will assist the non-executive directors with preparation for monthly board meetings. This includes scheduling board meetings, preparing the agenda, collating and circulating the board papers for discussion, and take the minutes.
Executive Support
The Executive Assistant will facilitate weekly management meetings with the heads of function. This includes scheduling the meetings, preparing the agenda, collating and circulating any materials for discussion, and taking the minutes.
Assist the heads of function with any other matters they require, for example complaints administration.
Facilities Management
The Executive Assistant will support the business with the management of its contracts and services for the office building, eg. cleaning, building maintenance, security access.
Support the business with desk planning and office configuration to ensure a safe working environment, but also ensure that the space available is capitalised. The Executive Assistant will also collaborate with team leads and the IT department on office space and equipment needs.
Support the business with maintaining adequate stock of office equipment, eg. stationery, printer paper, toner ink, kitchen & bathroom supplies.
Ensure that the company intranet is kept up to date with any changes the business may require.
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