Executive Assistant

Working hours: 1.0 FTE (flexible working patterns available) Reporting to: Chief Executive Role purpose                                                                                                               The Executive Assistant role is vital to the smooth operational running of the organisation and provides essential administrative support to the Chief Executive, Senior Management team (SMT) and UKCISA governance structures, including diary management, booking travel, organising staff and governance meetings, and staff social events. In addition to supporting the Chief Executive and UKCISA Senior Management team, the Executive Assistant is also the first point of contact for both internal and external stakeholder enquiries and managing general office duties, as listed below. The Executive Assistant also acts as Clerk to the Board, attending and keeping accurate records of the Board of Trustees, Board committees and internal staff meetings, coordinating the preparation of meeting papers, collating and distributing agendas, minutes, papers and other relevant documentation as required, including support for statutory registers/filings. Core responsibilities                                                                                                            Executive team support Diary management and scheduling internal and external meetings. Arranging work travel for the Chief Executive and other SMT members. Liaising with colleagues across the organisation to manage the Chief Executive and SMT diaries as required. Operational administrative support, including processing expense claims for the Chief Executive, and other SMT members as required. Coordinate central training courses for all UKCISA staff and maintain learning and development Sharepoint hub. Organisation of staff meetings, social events and organisation-wide training. Support for ad-hoc projects, reports and research to inform UKCISA’s operations. Working with the Finance and Resources team to review processes and providers related to the above tasks. Ad hoc administration tasks as requested by SMT. Governance Scheduling and servicing online and in-person Board and committee meetings (NB most Board and committee meetings take place on Microsoft Teams, with a minimum of one in-person Board meeting per year). Organising UKCISA staff to produce and/or contribute to timely papers for Board and committees. Managing Board and committee documentation, including preparing agendas, file management, planning and scheduling annual business, archiving and producing templates as required. Supporting Finance and Resources team in fulfilling compliance tasks including completing statutory registers/filings. Producing minutes of Board and committee meetings for approval by SMT lead and Chairs. Monitoring terms of office for Board and committee members to inform Nominations committee planning. Processing travel expense claims for in-person meetings Liaising with Honorary Officers’ and trustees’ offices as required to schedule meetings and project groups. Office management duties Administration support for in-office meetings and external visits, notifying reception of scheduled visitors, booking rooms and catering. Liaison with Woburn House reception on mail and deliveries. Preparation of the UKCISA advice line rota, working with Advice and Training colleagues and freelance advisers to coordinate diaries. Management of shared and confidential inboxes, including the Chief Executive and Chair inbox, recruitment inbox, responding to queries and fielding them to the correct team or staff member. Administrative support for UKCISA external recruitment, including contacting candidates to arrange interviews and tests, and supporting the administration of UKCISA’s recruitment process. Monitoring and restocking office supplies as required. For more information, please click the 'Apply' button. The deadline to apply is Monday 5 February at 12.00pm, with online interviews taking place on 15 & 16 February. Please note that we will be unable to consider applications received after the closing date. Application queries, including reasonable adjustment requests, can be made by emailing recruitment@ukcisa.org.uk