Job Description

Summary of job

Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day to day affairs, and most effective use of her time. Handle
sensitive and complex issues in a professional and objective manner. Take initiative as
appropriate especially in the Director’s absence.

Main responsibilities

• Manage Director’s electronic diary, assessing priority of appointments and reallocation
• as necessary.
• Manage Director’s travel arrangements (including visas/accommodation).
• Process Director’s correspondence, ensuring that incoming correspondence is dealt
• with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain Director’s office systems, including data management and filing.
• Maintain records of Director’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist Director in researching and following up with action on matters which fall within
• the Director’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Director.
• Organise meetings and ensure that Director is well prepared for those meetings,
• preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for Trustees’ and Sub-Committee meetings, including
• production/distribution of agenda and papers.
• Assist/support Director, Development Manager & Communications Manager in
• arranging funding partner and other events.
• Meet and greet visitors at all levels of seniority.
• Supervise all Trust incoming/outgoing mail.
• Any other duties as may reasonably be required by the Director.