Executive Assistant
Salary: £25,000 - £35,000 (Dependant on experience)
Location: London
Purposes of the post
Provision of a high level of organisation and administrative support to the CEO; manage the Board cycle – including organisation and administration of London Sport Board and sub-committee meetings and the resulting actions, managing the schedule for the delivery of required board papers and acting as the primary point of contact for the Board of Trustees; manage the organisation of senior management team meetings and resulting actions; work collaboratively with the Senior Management (SMT), and Finance & Governance Team.
Main activities and responsibilities
- Provide high level, proactive executive support to the CEO, to aid the delivery of objectives and thus ensuring the success of the organisation. Acting as the right-hand person of the CEO.
- Focused day-to-day management of the CEO’s diary, including scheduling internal and external meetings, evening engagements and ensuring sufficient time is allocated for briefing, so the CEO is well-prepared and can operate at the highest level.
- Exercise judgement, flexibility, tact and sensitivity in managing potential diary conflicts, having due regard for business priorities. Consider the long-term strategic view of the diary plus balancing priorities and workload with external and internal commitments.
- Monitor the email of the CEO and on occasion responding to email on their behalf.
- Co-ordinate Board meetings including managing agendas and papers, taking minutes and keeping a log of actions.
- Manage key external relationships with the Board of Trustees and strategic partners with a high degree of professionalism and care.
- Ensure quarterly Board meetings and annual SMT activities such as away days, workshops and team planning sessions are well planned and operate effectively.
- Coordinate compulsory Board governance processes with support from the Finance & Governance Team such as Board term renewals, annual surveys, on-boarding and resignations.
- Administer and champion the online Board portal including maintaining and adding users, uploading Board papers, adding documents to the library, creating surveys and creating user groups with differing permissions.
- Provide administrative support and coordination to the SMT so that they can deliver against organisation goals and priorities effectively and efficiently.
- Build excellent working relationships with the SMT, the Finance & Governance Team, and with colleagues across the organisation to support the CEO’s work and promote collaboration and cooperation across teams.
- Meet and greet the CEO’s visitors and be the first point of contact for the CEO, at all times promoting the reputation of London Sport.
- Draft correspondence and presentations, and communication from the CEO where required.
- Regular handling of confidential and sensitive information with the upmost discretion.
- Co-ordinate and process the CEO’s expenses and management the Executive Credit Card, logging expenditure as required.
- Ensure there is backup support in place for your own planned absences.
- Undertake any other duties deemed relevant by the CEO or Board of Trustees.
Person Specification
Essential Selection Criteria:
- Significant experience (5 years +) in similar role providing Executive Assistant support to a CEO or equivalent.
- Relevant experience of organising, administering and minuting Board level meetings.
- Excellent organisational skills; to manage multiple and sometimes competing demands, to prioritise and meet deadlines often under pressure, with the ability to understand and anticipate needs to ensure appropriate outcomes.
- A proactive, can-do, problem-solving approach and the ability to adapt to changing priorities where necessary.
- A high level attention to detail in managing projects, schedules and relationships, with evidence of delivering to the highest standards.
- Ability to remain confidential and professional with sensitive people-related data and information.
- Strong interpersonal skills, including the ability to build rapport with Trustees, the SMT and teams at all levels.
- Ability to work on own initiative, as part of a team, influence and constantly seek to improve.
- Advanced Word, Excel and PowerPoint with good working knowledge of how to put presentations and briefings together.
- Able to demonstrate an understanding of equality and diversity, and its practical application.
- A commitment to personal development and the development of others.
- An interest in and belief in the power of physical activity and sport as forces for good.
Desirable Selection Criteria:
- Knowledge of the Sports Governance Code.
- Experience of using an online Board Portal such as Diligent Boardbook or OnBoard.
- Project Management experience.
How to apply
To apply for this position, please send your CV and a covering letter of no more than 2 sides of A4 outlining your suitability for the role (and specifically how you meet each of the essential criteria within the person specification) to hr@londonsport.org by 23:59 on Sunday 3 June 2018.
