Personal Assistant

Details

Hours: Up to 35 per week (some flexibility, core hours 10-3 Monday to Friday) with 25 days holiday + public holidays. The job is offered on a full-time basis but applications from candidates with suitable skills and/or experience who would be available only on a part-time basis would also be welcomed.  

Location: Primarily office based (London EC3) with scope for some home working. Expected to attend occasional off-site meetings or events

Summary

This important position plays a central role in keeping Independent Betting Adjudication Service (IBAS) organised and well run. IBAS is the largest and longest-established dispute resolution service, independently reviewing complaints from consumers concerning licensed gambling businesses. 

IBAS is an organisation run by a small, friendly team of ten with ambitions to develop and grow. This diverse role covers governance and executive support, office and facilities administration, and events support. The successful applicant will be responsible for: 

• Supporting our Managing Director to achieve business objectives.

• Supporting the Chairman and other Board Directors to ensure the smooth running of the company’s governance.

• Supporting our Managing Director with email and diary management.

• Supporting the Managing Director in helping to maintain a positive, supportive work environment for the company’s employees and a cohesive team spirit.

Reports to the Managing Director. 

Responsibilities

The Executive Assistant will be expected to:

• Provide administrative and business support to the Managing Director.

• Support the Board by setting up Directors’ meetings (virtual and physical), booking rooms and facilities, collating and sending board papers.

• Attend quarterly Board meetings as minute-taker, taking and circulating minutes and tracking the progress of agreed action points. 

• Assist the Managing Director with diary management and travel arrangements.

• Provide administrative support to the Board of Directors where needed.

• Provide project support to the Managing Director.

• Assist the Managing Director with the preparation of presentations and reports.

• Manage the email inbox and correspondence of the Managing Director.

• Provide office administration and facilities management, as required

• Organise IBAS online and offline events, including roundtables, conferences and webinars.

• Liaise with external and internal contacts.

• Keep basic HR information up-to-date and support the operation of the IBAS appraisals process.

Person Specification

Essential Criteria:

1. Sound judgement with an ability to effectively prioritise tasks in a fast-moving and changeable environment.

2. Highly organised and with a strong attention to detail.

3. Excellent communication and interpersonal skills.

4. Good report writing skills.

5. Advanced skills in MS Office Suite and a willingness to learn and become proficient in new IT systems. 

6. Commitment to delivering results and meeting deadlines.

7. Commitment to work with colleagues to gain collective support for and buy-in to new projects. A team player. 

Desirable Criteria:

1. Significant experience of office administration as a Personal Assistant or Executive Assistant or similar.

2. Experience of working in a complaints handling environment. 

3. Experience of minute taking.

4. An understanding of or interest in issues relating to gambling. 

5. Website and database management experience.

How to apply:

If you would like to be considered, please submit your application (CV and supporting statement summarising why you believe you are right for the role) plus contact details for two references (references will only be taken up prior to appointment) via CharityJobs.

Deadline for applications: Wednesday 21 February 2024. Applications will be screened on a rolling basis and it is possible that the position will be offered before the deadline, so earlier applications are encouraged. 

Interviews will be held remotely at a mutually convenient date and time.