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Head of Office and Executive Assistant to the CEO

Salary: c. £40,000 p.a. + pension

London office

This is an exciting opportunity for a highly organised professional to join an expanding team at the Publishers Association. The Head of Office and Executive Assistant is primarily responsible for the efficient running of the office and providing executive assistant support to the CEO.

You will play an important role within a hardworking team, dedicated to representing the interests of UK publishers. You will work closely with the CEO and wider senior management team in a busy, challenging and fast-moving office environment. It is therefore essential that you demonstrate the ability to manage and prioritise a varied workload in an efficient and flexible manner at all times.

The ideal candidate will be highly organised, experienced with administrative functions and have strong written and verbal communication. The role involves the completion of regular tasks in an accurate and timely manner, involvement in system and process reviews, the production of suitable briefing materials and longer term planning. In addition, the job holder will undertake specific projects from conception to completion as delegated by the CEO.

Main Responsibilities and Accountabilities

Head of Office

  • Provide support to senior management with organisation, scheduling, correspondence, human resources, and meetings
  • Ownership of office organisation, project management, deadline compliance, and important documents and files
  • Participate in the budget management cycle and take responsibility for monitoring of income and expenditure, processing and coding of invoices and expenses
  • Communicate with PA Members, schedule PA Council meetings, and arrange meeting agendas
  • Solve first level IT problems and escalate to outsourced IT support when necessary
  • Maintain and monitor the efficiency and effectiveness of the electronic filing system, ensuring processes and software are updated and in working order
  • Manage projects and follow-up with team members where required
  • Liaise with other staff members on behalf of senior management
  • Handle HR, and recruitment duties, including on-boarding new staff members and training new employees where necessary
  • Identify opportunities for improving efficiency and take appropriate action

Executive Assistant

  • Act as first point of contact for the CEO and manage the CEO’s diary
  • Set up meetings externally and internally as requested, ensuring that all parties are aware of the arrangements
  • Prioritise requests for meetings and ensure effective use of the CEO’s time
  • Confirm arrangements and ensure that the relevant papers are available for meetings
  • Prepare and/or draft correspondence for the CEO, as required
  • Coordinate Senior Management Team meetings, circulating the agenda and papers in good time
  • Take and distribute minutes as directed
  • File papers appropriately
  • Manage UK and overseas trip arrangements
  • Provide briefing notes ahead of meetings and events for the use of the CEO and other senior management as required

Acting on behalf of and representing the CEO

  • Oversee coordination and collation of Senior Management Team reports for Publisher Association Officer meetings
  • Ensure deadlines are met for corporate activities
  • Attend and contribute to meetings on the CEO’s behalf, reporting back and following up appropriately
  • Coordinate the agenda and content for PA staff meetings
  • Undertake projects from time to time on behalf of the CEO, examples include organisation of events, coordination and administration of the AGM.

Knowledge and experience

  • Experience at Head of Office or EA level
  • Experience of dealing with key senior management in an organisation
  • Proven project management experience
  • Previous experience of budget management and monitoring
  • Experience of producing briefing materials
  • An enthusiastic and dynamic self-starter
  • Ability to thrive in a busy environment
  • Ability to organise and prioritise workload effectively; multi-task and balance competing demands
  • Ability to display initiative and proactively manage projects from inception to completion
  • Computer literate, with advanced knowledge of Microsoft Office
  • Excellent verbal and written communication skills: able to interact and deal with routine queries in a professional manner, often at a senior level
  • Confident, professional and friendly telephone manner

Applications

To apply directly please send CV and Covering Letter to slotinga@publishers.org.uk or upload via LinkedIn Easy Apply.

Closing date: 12.00 midday, Friday 10th November 2017