Execuitive Assistant (part time)

Job Title: Executive Assistant to Director

Department: Outside Haywards Heath (Must drive and own car as no public transport)

Hours: 4 half days per week (part time)

Overall Purpose of the Job

Provide PA support to the Director.

Provide support services to the staff

Provide services to members of the public visiting our location.

Main Responsibilities

• PA Support to Director

Diary and Email management

Receiving and prioritising incoming post

Attending weekly Executive Meetings; typing and distributing minutes

Dealing with telephone enquiries

Arrange meetings with visitors

Organising Trustee visits

Generalist secretarial support, i.e arranging meetings, collating papers, filing, etc

• Support to the Admin Team

Deal with incoming and outgoing post

Answering the telephone and dealing with queries from staff and visitors

Dealing with deliveries and collections including Wednesday van

Filing

Provision of refreshments for meetings

Person Specification

This post requires someone with a proven PA and administration background. You have excellent customer service and interpersonal skills and the ability to deal with difficult situations in a calm manner. You will be a natural communicator, with good IT skills, including Word and Excel, and the ability to work well as part of a team or on your own initiative. You will be a 'self-starter' and have a lot of initiative, whilst being able to independently find and research different documents requested.

Education and Experience

Minimum 3 GCSEs or equivalent

Previous PA/Secretarial skills

Recent office and administration experience

Ability to communicate with people of all levels

Dealing with telephone calls

Working with members of public

Efficient customer service

Skills and Competencies

Working knowledge of Microsoft Office; Word, Excel, PowerPoint, and use of Email

Good verbal and written communication skills

Ability to deal with difficult situations that may arise when dealing with the public, or at the reception desk

Well organised working style. Must be able to deal with the unexpected and reprioritise workload as necessary

Capable of working without supervision

Experience of working constructively as part of a team

Willingness to learn new skills