Executive Assistant (Full-Time, Permanent)

Do you want to help build a world where everyone feels part of a community?

Do you have experience in administrative, customer-facing roles?

Are you an organised, detail-oriented person?

If you answered yes to all of the above, this could be the role for you!

We’re looking for an Executive Assistant with strong PA experience, excellent attention to detail and experience in customer service or other customer- or client-facing roles. The Executive Assistant works closely with the management team and Trustees as PA to the CEO, as well as providing Finance and HR support.

This full-time post plays a vital role in providing administrative assistance in areas of fundraising, monitoring, operations and infrastructure. It is an exciting opportunity to support us to deliver our strategy by maintaining strong positive relationships with funders and donors. This post will also act as point of contact for a number of office management contracts.

Therefore, the successful candidate will have a high level of PA and administrative experience. If you are organised, methodical, able to multi-task and can handle confidential matters with discretion, this is a fantastic opportunity for you.

Purpose of the role

To provide high level and efficient administrative, operational and fundraising support to the CEO / Board of Trustees / Management Team.

Line manager: CEO
Salary: £25,000 to £27,000; higher if desirable qualities met
Hours: 37.5 weekly
Annual Leave entitlement: 25 days plus bank holidays.
Pension: Matched contribution up to 5%
Term: Permanent
Probation: 6 months

Key responsibilities

• PA to the CEO
• Board Secretary
• Fundraising and monitoring admin
• Finance support
• HR support
• Operational and infrastructure admin
• Ad hoc project management

Specific responsibilities

• PA to the Director - working with a high level of confidentiality, regular PA tasks such as diary management, arranging internal and external meetings, liaising with partners, donors, corporates.
• Board Secretary - taking minutes, arranging and co-ordinating all Trustee and sub-committee meetings, coordinating and circulating meeting papers, booking meeting rooms.
• Fundraising and monitoring admin – assisting the Director and management team with Trusts and Foundations bid writing, monitoring and reporting; maintaining a rolling small donor programme - logging and thanking small donors promptly, researching additional target donors, producing requests for donations and ensuring repeat requests. General donor stewarding admin.
• Finance support – maintaining finance records (invoices, remittance advices, payment schedules etc), monitoring credit card logs and statements, banking monies (in person and cheque payments), processing payments via variety of platforms (bank, PayPal, SAGE etc), assisting during the annual audit, monitoring bank activity.
• HR support – assisting management team with recruitment and induction, maintaining employee records, assisting with payroll processing and provide administrative support to all employees, HR system management, researching training needs and organising delivery of training, diarising key dates for staff.
• Operational and infrastructure admin - point of contact for utilities and facilities such as rents, rates, waste, cleaning, licenses, insurance, security, purchasing resources, printing/copying, negotiating and tracking contracts, updating relevant risk assessments.
• Acting as Health & Safety Officer with support from Head of Operations and Facilities Officer.
• Monitoring and responding to enquiries from the general, finance and other inboxes, along with various social media accounts.
• Ad hoc project management – such as coordinating repairs, decorating/refurbishment/other building works in the venues and grounds.

Additional Requirements

• Attend staff meetings, work proactively with the team, and contribute to the wider activities of the organisation
• Any other activities as deemed appropriate by the line manager
• Undertaking general tasks at the request of the line manager in order to maximise the smooth running of the charity and its work
• Providing cover for colleagues by agreement with the line manager in the event of staff sickness, leave, vacancies or other such temporary situations
• Taking appropriate responsibility under the Health and Safety at Work Acts and complying with all other Time & Talents policies
• Participation in evening and/or weekend events and meetings

Person Specification

Essential
• Experience of working in an administrative, customer facing environment
• High level PA and administrative experience, including diary management and dealing with
correspondence
• Excellent IT skills with fast and accurate typing abilities
• Confident technical knowledge of MS Office and Office 365
• Highly organised with excellent attention to detail
• Good levels of patience and a methodical nature
• Strong multitasking abilities
• Ability to work collaboratively
• A high level of discretion
• A willingness to be involved in wider team initiatives such as fundraising events and recruitment
• Commitment to diversity, equality and inclusion
• Friendly, positive and personable manner with a high level of energy and enthusiasm

Desirable
• Technical knowledge of databases
• Experience of board governance, the preparation of papers and minute taking
• Experience of, or demonstrable aptitude for, successful small-scale fundraising
• Experience of, or a demonstrable passion for working in a community setting, with people with a wide range of needs and abilities.

COVID-19: the safety and wellbeing of our employees remains a top priority. Therefore, depending on Government restrictions on social distancing, office working and travel, there may be a requirement for some homeworking. You will therefore need to be willing and able to train/work from home and have good broadband access to do so.

Time & Talents is a lively, busy community centre in the heart of Rotherhithe, London SE16. Set in a leafy heritage building, and ‘T&T2’, our second venue in Surrey Quays Shopping Centre, we offer something for everyone. With a history of 135 years of supporting people of all ages in Rotherhithe and Bermondsey, we bring people together for mutual support, fun and friendship, with a wide range of services and activities for older people and other adults, along with children and families’ programmes and a range of volunteering projects. We are at an exciting stage of development. Our income has grown substantially in the last five years and this growth has enabled us to develop our programmes and activities to reduce loneliness and social isolation in the local community by supporting more older adults, children and families.