Personal Assistant to the CEO (Fixed-Term Contract – Six Months)

The main purpose: Reporting to the Chief Executive Officer, the Personal Assistant will provide administrative and secretarial support to the CEO Office.

Duration: 6-month Fixed Term Contract

Key responsibilities will include but are not limited to

1. Administration and Management of CEO’s Schedule

• Manage and maintain the CEO's calendar, ensuring efficient scheduling of meetings, appointments, and business commitments.
• Coordinate and schedule meetings with internal staff, external stakeholders, clients, and business partners on behalf of the CEO.
• Prioritise and adjust the CEO's schedule to accommodate changing business needs, urgent matters, and strategic priorities.
• Monitor meeting logistics, prepare calendar reminders, and ensure the CEO is fully briefed and prepared for all engagements.
• Liaise with departments and external parties to confirm appointments, avoid scheduling conflicts, and optimise the CEO's time management.

1. Office Management

• Establish, maintain, and continuously improve office systems and administrative processes to ensure efficient day-to-day operations.
• Manage general office administration functions, ensuring a well-organised, professional, and productive work environment.
• Screen and prioritise incoming phone calls, enquiries, and requests, responding directly where appropriate and escalating matters as required.
• Draft, manage, and coordinate correspondence, communications, presentations, and other documentation on behalf of management.
• Provide administrative and coordination support for departmental and cross-functional projects, ensuring deadlines and deliverables are met.
• Manage office supplies, equipment, and stationery inventories, ensuring adequate stock levels while controlling expenditure within budget.
• Liaise with suppliers and service providers to ensure the smooth operation and maintenance of office facilities and resources.
• Coordinate, monitor, and follow up on projects, action items, and management reports with EXCO to ensure timely completion and effective communication.
• Provide ad hoc administrative support to the CEO’s office as required, including the preparation, compilation, and presentation of reports, presentations, and other documentation to support business operations and decision-making.

1. Management and Coordination of Executive, Leadership and MANCO (Combined) Meetings

• Develop and maintain an annual meeting planner covering Executive, Leadership, and MANCO (Management Committee) meetings, ensuring alignment with strategic governance calendars.
• Coordinate and schedule all Executive, Leadership, and MANCO meetings, taking into account availability, business priorities, and quorum requirements.
• Liaise with all relevant stakeholders to confirm attendance and ensure optimal participation from key decision-makers.
• Book and manage appropriate venues, boardrooms, or virtual meeting platforms, ensuring all technical and logistical requirements are in place.
• Arrange catering, refreshments, and working lunches for Executive, Leadership, and MANCO meetings as required.
• Prepare and circulate meeting invitations, calendars, and pre-reading materials within agreed timelines.
• Collaborate with the CEO and leadership team to compile structured agendas that reflect strategic, operational, and governance priorities.
• Collect, consolidate, and distribute reports, presentations, and supporting documentation required for meetings.
• Attend Executive, Leadership, and MANCO meetings to accurately capture minutes, key discussions, resolutions, and assigned action items.
• Maintain a detailed matters arising/action tracking register and ensure timely follow-up and closure of all assigned actions.
• Distribute accurate meeting minutes and action logs promptly after each meeting to relevant stakeholders.
• Maintain a centralised repository of agendas, minutes, decisions, and supporting documentation for governance, compliance, and audit purposes.
• Monitor and follow up with responsible parties to ensure all deliverables arising from meetings are completed within agreed deadlines