Business Assistant

Business Assistant

Principal Responsibilities

  • Arranging Board of Directors and management meetings (including client meetings) and minuting where required
  • Day-to-day management of the Chief Executive’s diary and meeting schedule and liaison with the Chair’s diary
  • Liaising with clients and philanthropists at a high-level on behalf of the Chair and Chief Executive
  • Setting up Business Planning meetings and coordinating all meetings in support of team efficiency; working with the Chief Executive and Head of Business Planning to ensure the team meets business planning targets · Liaising across major client contracts to ensure efficiency of delivery,
  • Providing direct support for the Senior Management team as required, particularly in meeting business planning targets
  • Maintaining all HR records, staff contracts, appraisal and training records
  • Supporting the Chair and Chief Executive to prepare information for presentations, media interviews etc
  • Updating the CEO on key organisational issues when he is out of the office
  • Client management
    • Preparing client project proposals and other new business proposals
    • Undertaking client work as required to meet the needs of the business
    • Preparing and managing client contracts/agreements
    • Supporting Heads of Department in coordinating pipeline and work-flow
    • Developing effective systems with the CEO and Head of Business Planning to ensure the smooth operations of the business
    • Proactively managing all client project management systems and evaluation
    • Taking a coordinating overview of all office systems to ensure their effective running and development.
  • Business monitoring
    • Administration of the on-line time-recording and invoicing system (1C)
    • Being a key point of contact with Surya Group accounts and auditors to provide information required
    • Undertaking ad hoc analyses of billable and non-billable time records
    • Maintaining contingency fee records
    • Preparing weekly and monthly business billing updates in conjunction with the Head of Business Development (NB in conjunction with admin support)
    • Preparing draft client invoices (NB in conjunction with admin support)
    • Credit control: monitoring unpaid invoices and initial client contact (NB in conjunction with admin support)
  • Staff management
    • Scheduling regular personal review, appraisal and mentoring meetings
    • Co-ordination of employees’ payroll administration data for outsourced accountancy provider
    • Maintenance of employee holiday and sick leave records
    • Co-ordination of updates of the Staff Handbook and other policies
    • Developing the team training function and holding records of staff development
    • Undertaking key HR duties, including drafting of employment contracts in liaison with the Head of Business Unit.
  • Business planning and project management
    • Supporting the Chief Executive and Head of Business Planning with all management meetings in relation to Business Plan development
    • Undertaking key streams of work in relation to Business Plan development
    • Undertaking project management work as required by the business General office support
    • Representing Surya regarding office management and facilities provision
    • Liaising with landlord on matters concerning building maintenance, facilities and utilities
    • Co-ordinating the filing and update of business documentation held in hardcopy and electronically (on ‘the cloud’)
    • Co-ordinating submission of expense claims and recording of supplier invoices
    • Managing office stationery and supplies
    • Liaising with other service providers, including IT as required Person Specification – Senior Executive

Knowledge, Skills and Experience Required

  • Experience of working at Executive Assistant level with senior management and senior level clients, preferably at Board level
  • Ability to manage complex and highly confidential information
  • Comfortable working autonomously and across multiple tasks and reporting into different project working teams and staff members
  • IT literate with some experience of working in a team in a small charity or company
  • Numerate with the ability to present and analyse data
  • Knowledge of advanced MS office applications, including Word, Excel and Outlook
  • Excellent social skills, able to operate with diplomacy, tact and empathy
  • A high degree of personal organisation and self-management
  • Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice;
  • Ability to think proactively and laterally to maximise opportunities to promote the work of the organisation
  • A strong interest in the work of charities and/or social enterprises