Business Administration - £33,709

About the Service/Department

At Hestia we support adults and children in times of crisis. We help more than 18,500 people every year across London, Berkshire and the South East. We work with people from all backgrounds and ages, in various challenging environments. We also campaign and advocate for the issues that affect our service users.

We currently have an exciting opportunity to join our CEO Office where you will collaborate with the CEO, Directors, Trustees and other Senior Managers to provide a seamlessly professional and confidential support service.

As our Executive Office Coordinator, you will be responsible for ensuring the smooth running of the day-to-day executive office functions, this includes but is not limited to managing and coordinating diaries, responding to emails in a timely manner, ensuring that all documents and packs are prepped and distributed ahead of meetings, recording minutes, and maintaining confidentially and professionalism at all times.

This is a full time position based on-site in Aldgate.

About the role:

• Provide support to the CEO and the Head of CEO's Office to complete required Governance functions as requested within a timely manner.
• Preparing, implementing and disseminating all Directorate and Trustee paperwork and reporting (incl. collating due diligence information, making policy and procedure updates).
• Produce and update visual diagrams and project documentation to support Trustee and Directorate reporting.
• Provide complex diary support for the Chief Executive and set up meetings and travel arrangements.
• To research and provide information/briefings on a variety of matters as requested by the Chief Executive and Head of CEO's Office.
• Manage and field incoming emails and calls from internal colleagues, stakeholders and other external partners.
• Attend regular meetings to take minutes, maintain action logs and follow up as necessary according to agreed work plans and schedules.
• Support with and tracking and maintaining financial documentation of all budget and invoice administration, including expenses and other billing information.
• Maintain all confidential HR documentation/systems in relation to the CEO's direct reports (incl. time recording, sickness records and other confidential matters).
• Deliver all tasks within their own delivery plan to achieve agreed performance.
• Work with identified people to receive weekly and monthly reporting as required within agreed deadlines.

About you:

• Degree level education or equivalent.
• Extensive experience in a Senior Administration/Personal Assistant/Executive Assistant role with paper diary management.
• Extensive diary management, minute taking and preparation of executive and board meeting papers.
• Excellent interpersonal skills with confidence and ability to interact and influence with tact at all levels of the organisation.
• First class written communication, drafting of letters, and confident oral communication skills.
• Being able to create and manage their own admin systems and process to ensure their own deadlines are met in line with other requirements/expectations of the role.
• Proactive problem solver with an enquiring mindset and the ability to pre-empt requirements before being asked.
• Maintaining confidentiality to the highest level.
• Able to work under pressure and multi-task whilst meeting deadlines.
• Experience in consistently delivering within a fast-paced environment with excellent time management skills.

Please note that i f you are offered a role with Hestia, you will be issued a conditional offer based on satisfactory references and a Basic or Enhanced DBS check.

Disability confident
Hestia is a disability confident employer, committed to the employment and career development of individual with disabilities. As part of this commitment, we operate a guaranteed interview scheme for all applicants with disabilities who meet the minimum criteria for the role they have applied for. We will also accommodate reasonable adjustment during the selection and interview process and throughout your employment with us.

Hestia positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. But we particularly welcome individuals from an ethnic minority background and those with disabilities to apply. As an organisation, we are committed to creating and maintaining a diverse and inclusive workforce and value the skills, abilities, talent and experiences, different people and communities bring to our organisation