Executive Personal Assistant

Summary:
The Executive Personal Assistant to the Executive Director role reports directly to the Executive Director.  The responsibilities listed below are inclusive, but not exhaustive, of the role.  It is reasonable to assume that additional tasks will be requested, as and when needed.

Appraised:
This role will be appraised by the Executive Director.  Every effort should be made by the position holder to record achievements throughout the year in order to document appropriately, as supporting evidence, on AIPF’s annual appraisal form.
This role appraises the Office Administrator role

Point person for:
Executive Director
Responsibilities

Description:
- One on one secretarial support
- To provide high level support to the Executive Director including:
- Provide comprehensive administrative assistance to the Executive Director
- Manage Executive Director’s diary (including arranging all meetings)
- Manage document production on behalf of Executive Director
- Document preparation (for meetings / conferences etc)
- Manage Executive Director’s phone line
- Meet and greet clients on behalf of Executive Director
- Maintain Executive Director’s inbox
- Maintain Executive Director’s filing system
- General clerical duties as assigned (in regard to the Executive Director)

Proactive support
- To liaise between all staff and the Executive Director
- Alleviate the Executive Director’s workload where possible
- Use initiative and make executive decisions where appropriate
- Build efficient working relationship with Executive Director

Qualifications:
- University degree
- Excellent written and verbal English
- Two years experience at Board level in a similar role
- Ability to prioritise whilst managing expectations

Flexible attitude
- Excellent communication skills
- Ability to work well under pressure
- Ability to deliver within timeframe
- Excellent organisational and planning skills
- Advanced Microsoft skills (Word, PowerPoint, Excel, Outlook)
- A dynamic and professional individual with initiative