The Brick is an ambitious charity with big aspirations for people in need within our community. We provide RELIEF, RESTORATION and REFORMATION by offering tailored support, hope, and opportunity to those looking to improve their quality of life. Our projects include emergency and supported accommodation, an affordable food community, street outreach and homelessness prevention programmes. We are now seeking a skilled Executive Assistant to join our growing team. You will a believer in the right to equal life chances with a passion to improve lives through collaboration and innovation.

JOB PURPOSE

 We are seeking a highly motivated and organised individual to provide a professional, comprehensive and efficient executive assistant and HR/governance co-ordination service to our Chief Executive and Trustee Board. This role requires excellent organisational skills, initiative, time management and co-ordination skills as well as personal credibility.

In addition to providing all aspects of PA support to our Chief Executive and SLT, you will play a pivotal role in Brick governance, including servicing of Board meetings, sub committees and key events, taking minutes and ensuring communication of actions out to the relevant owners and monitoring and co-ordinating completion within deadlines. This role will provide career development opportunities in building good office management/HR systems and contributing to employee development, communications, policy development and the production of strategic reports. 20% of the role will be supporting the Marketing and Communications Manager with events planning and CRM database administration.

 KEY TASKS & RESPONSIBILITIES

·       Assist the CEO in achieving The Brick’s aims and objectives and provide a comprehensive support service for the CEO and Trustees, maintaining the highest possible standards of service and customer at care all times

·       Manage the Chief Executive’s Diary and appointments; ensuring the Chief Executive is adequately prepared.

·       Be the primary point of contact between The Brick Chief Executive and internal/external stakeholders, screening and directing phone calls and emails appropriately.

·       Work on own initiative to instigate, respond to and undertake work to assist the Chief Executive and Trustee Board functions.

·       Compile and co-ordinate appointments and meetings in the CEO’s diary and sort and prioritise enquiries; answer enquiries on behalf of the CEO, when required

·        Organise meetings, events, hospitality and receiving visitors for the Chief Executive

·       Provide secretarial support to the Chief Executive, undertaking research, preparing reports, responses and statistical information as required

·       Set up and manage appropriate administrative systems to enable the Chief Executive to be effective in their role.

·       Servicing and Co-ordination of all Management and Charity team meetings

·       Supporting the co-ordination of all The Brick external events, as required

·       Support internal and external communications for the Chief Executive

·       Develop a good understanding of the Chief Executive’s external relationship priorities and manage a proactive meeting programme

·       Develop good relationships with key external contacts across all sectors

·       Support the Chief Executive by drafting, or sourcing content for, written communications including the annual social impact report and newsletters

·       Actively monitor and take appropriate action on all incoming communications to the Chief Executive

·       Provide all aspects of secretarial/administration/co-ordination support to the Brick’s Trustee Board and any sub committees (including booking meetings, minute taking and preparation of agendas and papers)

 ·       Progress/ chase reporting of actions flowing from The Brick’s Trustee Board Meetings and any subcommittees

·       Maintenance of Trustee/Governance policies, documents, filing systems in both electronic and hard copy and information provision

·       Maintain the Board membership register and support the recruitment and acceptance of new members

·       In conjunction with the Chief Executive and Senior Leadership Team, managing pre and post Board events and discussions, training sessions and strategy days

·       Support the recruitment and on-boarding of all new staff, Board and Committee members and managing the annual review process

·       Develop and maintain effective information sharing systems for Executive Team and Board of Trustees including the Executive SharePoint site.

·       Develop and maintain effective electronic and paper-based filing systems

·       Working with departmental managers to set up job vacancies on our on-line recruitment portal and help co-ordinate the recruitment process

·       Liaising with the charity admin team to issue offer letters, contracts of employment and other recruitment documentation

·       Manage the process for carrying out DBS and referencing checks for new staff which is undertaken by our admin department

·       Set up mandatory on-line training for staff and ensure training certificates are filed on personnel files

·       Using our HR system, set up new staff and maintain the HR system including setting up annual holiday entitlement and off-boarding exiting staff

·       With departmental managers, assist in co-ordinating induction training for new staff including organisational HR induction

·       Support the CEO in ensuring all charity policies and process are reviewed, implemented and followed by all

·       Working with departmental managers to ensure the off-boarding process is followed including exit interviews

·       Assist with the setting up and implementation of staff surveys

 IT and Internet Office Support 

·  Work closely with other teams to understand their data and IT needs, providing guidance and support.

·  Be the first point of contact with our external IT provider and responsible for a rolling plan of equipment procurement 

·  Manage our mobile phone plan 

·  Train team members on data management and reporting tools, helping to build a data-driven culture.

·  Support project management initiatives by providing IT solutions and managing data resources.

 ·       Plan and oversee a number of key fundraising events from conception to completion, working with the Marketing and Communications Manager

·       Work in close liaison with external event organisers in the development and delivery of events

·       Data administration – ensure accurate event sign up data, data recording on the CRM and ongoing administration of data

·       Work collaboratively with the Marketing and communications manager to promote fundraising through our digital channels 

·       Keep our database of fundraisers up to date and ensure they are kept up to date with charity news

 

Experience and Skills:

·       Previous relevant experience, working for senior executives in a busy and complex environment; including diary management, agenda setting, minute taking, support with meeting logistics (online and in person), drafting internal and external communications.

·       Strong interpersonal skills: engages with others to get the best out of them; works well as part of a team.

·       Professional, sound independent judgment, strong organisational and project management skills and the ability to be flexible as priorities and needs change.

·       Evidence of capacity to work in range of cultural and socio-economic contexts, adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness.

·       Ability to work unsupervised, a motivated self-starter, with strong problem solving and multi- tasking skills. Available to work out of hours and weekends with the need of the charity.

·       Proficient in all areas of Microsoft. Must possess strong Word, PowerPoint, Excel and typing skills; ability to learn new packages, when required.

·       Event management skills.

·       Excellent attention to detail.

·       Numerate, with a good understanding of basic budget processes.

·       Knowledge of HR administration