PA to CEO and Founder Director

Personal Assistant to CEO and Founder/Director - Reporting to the CEO.

Founded in 1991, Motivation Charitable Trust is an international non-government organisation (INGO).Our mission is to enhance the quality of life of people with mobility disabilities around the world by addressing their survival, mobility, empowerment and inclusion. Please see our website (www.motivation.org.uk) for more details about our work.

Job Purpose:

This is a varied role which will involve working closely and efficiently with the CEO and Founder/Director. The role will involve liaising with key external contacts, various internal departments, including overseas offices, whilst providing a professional and friendly demeanour. The role will also involve team work and assisting other office staff members as and when required. This role requires a highly organised and conscientious individual with exceptional interpersonal and communication skills and a thorough attention to detail.

Accountabilities:

• Diary management and the timely, efficient organisation of internal and external meetings.
• Ensuring the CEO and Founder/Director has all the necessary paperwork for internal and external meetings and events, assisting where required in preparing presentations, reports and briefing papers
• Prepare and organise quarterly trustee meetings, monthly social enterprise board meetings and SMT meetings, along with producing and distributing all supporting documentation
• Take minutes and distribute minutes for quarterly trustee meetings, monthly social enterprise board meetings and SMT meetings
• Dealing with national and international travel arrangements for the CEO/Founder and staff (flights/visas/airport parking/requesting per diem/accommodation etc.).
• Providing updates to other staff and team members with regards to the CEO/Founder schedule and calendar.
• Drafting correspondence, taking dictation and typing correspondence.
• Writing to donors and other parties on behalf of the CEO/Founder.
• Managing communication (email/written/telephone/Skype etc).
• Filing correspondence to and from the CEO/Founder.
• Dealing with confidential correspondence and information.
• Making expense claims and dealing with other paperwork on behalf of the CEO/Founder.
• Provide assistance to all teams when required
• Fielding all telephone enquiries along with the Administrator.
• Open and distribute post when Administrator is absent.
• First point of contact with all visitors and providing an attentive and friendly welcome to visitors.
• Ad hoc research and any other tasks as required by CEO/founder.
• Providing cover if the Administrator is absent.

Knowledge, Skills & Experience:

Essential

• Excellent interpersonal and communication skills
• Ability to work flexibly at all levels within the organisation
• Strong team player but also able to work under own initiative and unsupervised
• Excellent organisational skills and the ability to prioritise work efficiently
• Excellent computer literacy
• Maintain a high level of confidentiality due to the nature of the work
• Excellent attention to detail
• Strong accuracy and composition skills
• Excellent administrative skills
• Previous experience working as a PA

Desirable

• Knowledge or experience of the charity sector/social enterprise
• Experience of working with people with disabilities

Additional Responsibilities

• Work within the general ethos and style of Motivation Charitable Trust and be sensitive to its work and aims

Additional Information

• Travel may be required