Executive Assistant Flexible Remote

Role: Executive Assistant to Chief Executive Officer

Reporting to: People and Resources Manager

Has Reporting: None

Salary Band: C ( £21,000 to £24,000)

Duration: Permanent- 28 hours a week

Location: Findhorn/Home working

Trees for life – context

The Trees for Life vision is of a revitalised wild forest in the Scottish Highlands, providing space for wildlife to flourish and communities to thrive. Our core mission is to rewild the Scottish Highlands by enabling the restoration of the globally unique Caledonian Forest which once covered much of Scotland. Integral to our success is the involvement of people.

Overall Purpose of the Job

A key supporting role to the executive team, especially the Chief Executive Officer, providing high level assistance to ensure the organisation is as effective as possible and that the CEO, the senior managers and the Board are well supported.

The post holder will work alongside the senior managers, the People and Resources Manager and the Chair of the Board of Trustees on specific key initiatives.

The postholder is required to liaise with key external stakeholders and to represent the Chief Executive Officer at certain times.

Scope, Accountability and Resources

The scope of this post is to ensure that the CEO is well supported and is focused on their main priorities while also supporting the wider senior team and Board.

The post is accountable for ensuring the effectiveness of the CEO, senior management and the Board through providing support, ensuring effective liaison and communication and ensuring delivery of key pieces of work by team members.

An additional accountability relates to the effective governance of the organisation, ensuring the statutory and best practice requirements in terms of reporting are complied with.

Key responsibilities

Supporting the CEO

• Managing the day to day work of the CEO
• From time to time may be required to represent the Chief Executive
• Effective forward planning, diary and time management to ensure that the CEO’s demanding schedule is accurate and up to date, including coordinating and arranging travel plans
• Dealing with all correspondence promptly and effectively, including incoming mail, meeting requests, telephone calls as well as internal requests for meetings/input
• Screening calls and enquiries in an assertive and friendly manner
• Sourcing information from other staff to support the CEO in his work, especially with external stakeholders
• Undertaking background research across a wide range of subjects and presenting findings
• Preparation and collation of papers and information to ensure that the Chief Executive is fully briefed and equipped for all meetings
• Organise internal and external meetings

Supporting Senior Management and the Board

• Providing support to the other senior managers and Chair of the Board of Trustees as appropriate
• Planning, preparing for and note taking of the regular management team meetings
• Prepare agendas and take minutes/action points

Relationship management

• Managing contact details through a CRM database
• Acting as the point of contact for a wide range of internal and external enquiries, resolving where appropriate, and liaising with high level connections
• Maintain and develop positive relationships with key partners and stakeholders
• Ensure regular contact with existing and potential major donors, organising regular contact with the CEO as appropriate

Supporting the Board and wider governance support

• Acting as the company secretary for the charity and associated companies, ensuring all statutory requirements and reporting are fulfilled
• Taking minutes of quarterly Board meetings, providing associated support to the Chair and trustees
• Producing documents, briefing papers, reports and presentation for senior managers, wider staff and external stakeholders
• Prepare agendas and take minutes/action points

Organisational development

• Work closely with the administrative team, especially the People and Resources Manager, to ensure best practice, share ideas and knowledge and provide broader administrative support to this team
• Perform other duties which may reasonably be assigned to them by their manager or supervisor

Person Specification

Knowledge & Expertise

• Good all round education, ideally with a SVQ level three, or equivalent, in a related subject(e.g. business administration)
• Expertise in managing another person’s workload and priorities
• Knowledge of current online tools for time management, booking meetings and prioritising workload
• Knowledge of and expertise in the use of CRM databases

Skills & Competencies

• Excellent IT and information management skills.
• Proven administration skills
• Excellent communication and advanced writing skills
• Outstanding Organisation and time management skills
• Competent in multi-tasking

Experience

• At least three year administrative experience
• Previous experience of providing support at senior manager or CEO level
• Experience of using Microsoft Windows applications (Microsoft Word, Excel, G Suite, Outlook, and PowerPoint).
• Experience if including setting up, maintaining and reviewing administration systems
• Taking of effective minutes.

Personal Attributes

• Assertive and supportive approach to colleagues
• Ability to manage confidential and sensitive information appropriately
• Discrete and trustworthy
• Innovative thinking and problem solving skills
• Ability to handle sensitive situations with discretion and tact
• Ability to prioritise and deliver against a diverse workload
• Resilience in stressful situations
• Alignment with Trees for Life’s values and ethos
• Demonstrable enthusiasm for the natural world

Working conditions/ Special demands

• Some flexibility in terms of hours, plus some occasional out of hours working.

The role will initially be home-based due to current covid restrictions but it will involve occasional office working in the future.

Please send your completed application form to jobs@treesforlife.org.uk for the attention of Laura Miller, People and Resources Manager. Any queries can also be sent to this address.

Deadline for Applications: 2 March 2021

Interviews to be held virtually and timings to be confirmed.